1. business and industrial
2. agriculture and forestry
3. agriculture

United States
Department of
Agriculture

Animal and
Plant Health
Inspection
Service

Plant Protection
and Quarantine
Export Program Manual
Some processes, equipment, and materials described in this manual may be patented. Inclusion in this
manual does not constitute permission for use from the patent owner. The use of any patented invention in
the performance of the processes described in this manual is solely the responsibility of the user. APHIS
does not indemnify the user against liability for patent infringement and will not be liable to the user or to any
third party for patent infringement.
The U.S. Department of Agriculture (USDA) prohibits discrimination in all its programs and activities on the
basis of race, color, national origin, age, disability, and where applicable, sex, marital status, familial status,
parental status, religion, sexual orientation, genetic information, political beliefs, reprisal, or because all or
part of an individual’s income is derived from any public assistance program. (Not all prohibited bases apply
to all programs.) Persons with disabilities who require alternative means for communication of program
information (Braille, large print, audiotape, etc.) should contact USDA’s TARGET Center at (202) 720-2600
(voice and TDD). To file a complaint of discrimination, write to USDA, Director, Office of Civil Rights, 1400
Independence Avenue, S.W., Washington, D.C. 20250-9410, or call (800) 795-3272 (voice) or (202)
720-6382 (TDD). USDA is an equal opportunity provider and employer.
When using pesticides, read and follow all label instructions.
Second Edition Issued March 2010
Contents
Export Program
Manual
Figures LOF-1
Tables LOT-1
Introduction 1-1-1
Policy 2-1-1
General Procedures 3-1-1
The Process of Export Certification 3-1-1
Completing Application for Export Certification (PPQ Form 572) 3-2-1
Determining Eligibility and Import Requirements for Certification 3-3-1
Verifying Import Requirements 3-4-1
Completing PPQ Forms 577 and 579 3-5-1
Completing PPQ Form 578 3-6-1
User Fees 3-7-1
Special Procedures 4-1-1
Commodity • Lumber 4-1-1
Commodity • Cotton 4-2-1
Commodity • Grain (Federal Grain Inspection Service (FGIS)) 4-3-1
Commodity • Seed 4-4-1
Commodity • Seed Potatoes 4-5-1
Special Procedures 5-1-1
Special Programs • Federal-State Cooperative Export Program 5-1-1
Special Programs • Lumber Certification 5-2-1
Appendix A
Internal Communication A-1-1
Appendix B
Phytosanitary Export Database (PExD) B-1-1
Appendix C
Phytosanitary Certificate Issuance & Tracking (PCIT) C-1-1
Appendix D
Responsibilities D-1-1
Appendix E
Collecting State and County Export Certificate Fees E-1-1
Appendix F
Supplemental Forms F-1-1
Glossary Glossary-1
Index Index-1
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TOC-1
Contents
TOC-2
Export Program Manual
12/2013-17
Figures
Export Program
Manual
Figure 3-1-1
Figure 3-2-1
Figure 3-5-1
Figure 3-5-2
Figure 3-5-3
Figure 3-6-1
Figure 3-7-1
Figure 3-7-2
Figure 3-7-3
Figure 4-2-1
Figure 5-1-1
Figure 5-2-1
Figure 5-2-2
Figure 5-2-3
Figure 5-2-4
Figure 5-2-5
Figure 5-2-6
Figure 5-2-7
Figure 5-2-8
Figure 5-2-9
Figure 5-2-10
Figure 5-2-11
Figure 5-2-12
Figure 5-2-13
11/2013-16
Schematic of the Process of Export Certification 3-1-2
Example of PPQ Form 572, Application for Inspection and Certification of Plants and Plant Products for Exports 3-2-2
Examples of Lining Out Unused Space 3-5-5
Example of PPQ Form 577, Phytosanitary Certificate
(blank) 3-5-7
Example of PPQ Form 579, Phytosanitary Certificate for Reexport (blank) 3-5-11
Example of PPQ Form 578, Export Certificate, Processed Plant
Products (blank) 3-6-4
Certificates Issued Worksheet 3-7-22
Checks Collected Worksheet 3-7-24
Refund Request Worksheet 3-7-27
PPQ Form 519, Compliance Agreement 4-2-2
Model Letter for Documenting Major Errors Found on an Export
Certificate 5-1-5
Example of treatment section on the phytosanitary certificate
certifying kiln drying 5-2-4
Example of treatment section on the phytosanitary certificate
certifying heat treatment 5-2-4
Kiln Dried Treatment Certificate Example 5-2-8
Heat Treatment Certificate Example 5-2-14
PPQ Kiln Treatment Certificate Example 5-2-15
Example of MOU for Kiln-Dried Sawn Hardwood Lumber (page
1) 5-2-17
Example of MOU for Kiln-Dried Sawn Hardwood Lumber (page
2) 5-2-18
Example of MOU for Kiln-Dried Sawn Hardwood Lumber (page
3) 5-2-19
Example of MOU for Kiln-Dried Sawn Hardwood Lumber (page
4) 5-2-20
Example of MOU for Kiln-Dried Sawn Hardwood Lumber (page
5) 5-2-21
Example of MOU for Kiln-Dried Sawn Hardwood Lumber (page
6) 5-2-22
Example of MOU for Mill Certification Program for Heat Treatment of Coniferous Sawn Wood Going to European Union
Member States (front) 5-2-27
Example of MOU for Mill Certification Program for Heat Treatment of Coniferous Sawn Wood Going to European Union
Export Program Manual
LOF-1
Figures
Member States (back) 5-2-28
Figure 5-2-14 Example of MOU for Kiln Dried Coniferous Sawn Wood
(front) 5-2-32
Figure 5-2-15 Example of MOU for Kiln Dried Coniferous Sawn Wood
(back) 5-2-33
Figure 5-2-16 Example of MOU for Debarking and Grub Control of Coniferous
Sawn Wood (front) 5-2-38
Figure 5-2-17 Example of MOU for Debarking and Grub Control of Coniferous
Sawn Wood (back) 5-2-39
Figure 5-2-18 Example of Certificate of Debarking and Grub Hole Control 52-41
Figure 5-2-19 Example of Biannual Audit Checklist for Mill Certification
Programs 5-2-44
Figure E-1-1 Initial Setup for State and County Fee Remittance
Worksheet E-1-3
Figure F-1-1 Example of AMS Form FV 146CS (11-01), Certificate of Quality
and Condition (Processed Foods) (blank) F-1-2
Figure F-1-2 Example of AMS Form FV 147CS (9-92), Certificate of Quality
and Condition (Processed Foods) Quality Assurance
(blank) F-1-3
Figure F-1-3 Example of AMS Form FV 149CS (9-92), Certificate of Quality
and Condition (Processed Foods) Continuous Inspection
(blank) F-1-4
Figure F-1-4 Example of AMS Form FV 294 (5-84), Report on Sanitary Inspection (blank) F-1-5
Figure F-1-5 Example of APHIS Form 47, Transmittal and Receipt for Accountable Items (blank) F-1-6
Figure F-1-6 Example of APHIS Form 94, Record of Public Funds Received
(blank) F-1-7
Figure F-1-7 APHIS Form 94 (Reverse) F-1-8
Figure F-1-8 Example of FGIS Form 921-2, Inspection Report–Insects in
Grain F-1-9
Figure F-1-9 Example of Form FGIS-921-2, Inspection Report–Insects in
Grain (Reverse) F-1-10
Figure F-1-10 Instructions for Completing Form FGIS-921-2 (Page 1) F-111
Figure F-1-11 Instructions for Completing Form FGIS-921-2 (Page 2) F-112
Figure F-1-12 Instructions for Completing Form FGIS-921-2 (Page 3) F-113
Figure F-1-13 Example of Form FV-66, Report of Inspection F-1-14
Figure F-1-14 Held Shipment Worksheet F-1-15
Figure F-1-15 Example of PPQ Form 576, Attachment Sheet for Phytosanitary
Certificate or Phytosanitary Certificate for Reexport F-1-17
LOF-2
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Tables
Export Program
Manual
Table 1-1-1 How to Use Decision Tables 1-1-7
Table 1-1-2 How to Report Problems With the XPM 1-1-10
Table 3-2-1 Instructions for Applicants to Complete PPQ Form 572 3-2-3
Table 3-2-2 Instructions for ACOs to Complete PPQ Form 572 3-2-4
Table 3-3-1 Determine Eligibility for Certification Based on Commodity 3-32
Table 3-3-2 Determine Action to Take on Mushroom Spawn 3-3-3
Table 3-3-3 Determine Eligibility for Certification Based on Origin and
Destination 3-3-4
Table 3-3-4 Determine Eligibility for Certification Based on CITES and ESA
Status 3-3-5
Table 3-3-5 Common Import Requirements 3-3-6
Table 3-4-1 Documentation Presented 3-4-2
Table 3-4-2 Acceptable Inspection Certificates and Documents 3-4-3
Table 3-4-3 Hypergeometric Table for Random Sampling 3-4-5
Table 3-4-4 : Determine Pest Freedom 3-4-6
Table 3-4-5 Action to Take When a Commodity Must be Free from Pests 34-7
Table 3-4-6 Action to Take When Commodity May Require Treatment 3-4-9
Table 3-4-7 Action to Take When Commodities May Enter Only During Specific Periods 3-4-10
Table 3-4-8 Action to Take When a Commodity May Enter Only Specified
Ports 3-4-11
Table 3-4-9 Recording Inspection Results on Multi-part Paper Forms 3-4-12
Table 3-4-10 Deciding When to Issue PPQ Form 577 or 579 3-4-13
Table 3-5-1 Instructions to Complete PPQ Form 577 3-5-8
Table 3-5-2 Instructions to Complete PPQ Form 579 3-5-12
Table 3-5-3 Distribution of PCIT Generated Copies of PPQ Forms 577 and
579 3-5-14
Table 3-5-4 Distribution of PPQ Form 577, Phytosanitary Certificate 3-5-15
Table 3-5-5 Distribution of PPQ Form 579, Phytosanitary Certificate for
Reexport 3-5-15
Table 3-5-6 Decide Whether to Replace a PCIT issued PPQ Form 577 or 579
Based on Original Issuance 3-5-16
Table 3-5-7 Decide Whether to Replace a Non PCIT, 4–part PPQ Form 577 or
579 Based on Original Issuance 3-5-17
Table 3-6-1 Instructions to Complete PPQ Form 578, Export Certificate, Pro-
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Export Program Manual
LOT-1
Tables
cessed Plant Products 3-6-3
Table 3-6-2 Instructions to Distribute PPQ Form 578, Export Certificate, Processed Plant Products 3-6-6
Table 3-7-1 : Administrative Fees for Export Certificates 3-7-2
Table 3-7-2 User Fees for Export Certificates 3-7-5
Table 4-2-1 Hypergeometric Table for Random Sampling 4-2-6
Table 4-3-1 Species that FGIS Can Inspect 4-3-4
Table 4-3-2 Determine Action to Take on Grain Inspected by FGIS 4-3-5
Table 4-3-3 Determine Whether to Issue PPQ Form 577 or 579 4-3-6
Table 4-3-4 Completion of PPQ Forms 577 or 579 for Grain Products 4-3-7
Table 4-3-5 Determine if You Can Use the FGIS Certificate to Issue a PPQ
Form 577 or 579 4-3-8
Table 4-4-1 Amount of Seed to Collect from Each Lot 4-4-2
Table 4-4-2 Computing Number of Subsamples Based on Seed Packaging 44-2
Table 4-4-3 Determining How Many Subsamples to Draw from Seed in
Bags 4-4-3
Table 4-4-4 Inspecting the Sample 4-4-5
Table 4-5-1 Tolerances for Generation 2—U.S. Export Seed Potatoes 4-5-10
Table 4-5-2 Tolerances for Generation 3—U.S. Export Seed Potatoes 4-5-10
Table 4-5-3 Tolerances for Generation 4—U.S. Export Seed Potatoes 4-5-11
Table 4-5-4 Tolerances for Generation 5—U.S. Export Seed Potatoes 4-5-11
Table 5-1-1 List of Active Federal-State MOUs 5-1-13
Table 5-2-1 KD Inspection Company Marks 5-2-5
Table 5-2-2 Lumber Grading Agencies Participating in Mill Certification Programs for Heat Treatment of Coniferous Sawn Wood 5-2-9
Table 5-2-3 Heat Treatment Inspection Company Marks 5-2-10
Table 5-2-4 Lumber Grading Agencies Participating in Mill Certification Programs for Kiln Drying of Coniferous Sawn Wood 5-2-34
Table 5-2-5 List of Lumber Grading Agencies Participating in Mill Certification Programs for Kiln Drying, Debarking, and Grub Hole Control 5-2-40
Table F-1-1 Instructions to Complete PPQ Form 576, Attachment Sheet for
Phytosanitary Certificate or Phytosanitary Certificate for Reexport F-1-19
LOT-2
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Chapter
1
Introduction
Contents
Purpose 1-1-2
Scope 1-1-3
Users 1-1-4
Enabling Legislation 1-1-4
Plant Protection Act 1-1-4
7CFR Part 353—Export Certification 1-1-4
Program Standards 1-1-5
IPPC Standards 1-1-5
NAPPO Standards 1-1-5
Conventions 1-1-6
Advisories 1-1-6
Boldfacing 1-1-6
Bulleted Lists 1-1-6
Chapters 1-1-6
Contents 1-1-6
Control Data 1-1-7
Decision Tables 1-1-7
Examples 1-1-7
Footnotes 1-1-7
Heading Levels 1-1-8
Hypertext Links (Highlighting) to Tables, Figures, and Headings 1-1-8
Indentions 1-1-8
Italicized Brackets 1-1-8
Numbered Lists 1-1-8
Numbering Scheme 1-1-8
Section 1-1-9
Revisions to Manuals 1-1-9
Immediate Updates 1-1-9
New Editions 1-1-9
Supersede Statements 1-1-9
Transmittals 1-1-9
How to Report Problems With the Export Program Manual (XPM) 1-1-10
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Export Program Manual
1-1-1
Introduction
Purpose
Purpose
The Export Program Manual (XPM) is a reference to use when inspecting
commodities and issuing export certificates.
Unless specified otherwise, all references to “export certificate(s)” in the XPM
refer to the following:
PPQ Form 577, Phytosanitary Certificate
PPQ Form 578, Export Certificate, Processed Plant Products
PPQ Form 579, Phytosanitary Certificate for Reexport
Phytosanitary Issues Management (PIM), Export Services (ES) is the
headquarters unit within the United States Department of Agriculture, Animal
and Plant Health Inspection Service, Plant Protection and Quarantine (USDAAPHIS-PPQ), that maintains the export program for U.S. applicants for export
certification of U.S. and foreign-origin agricultural commodities.
Although foreign countries have established plant quarantine regulations that
U.S. applicants are required to meet, the U.S. does not require export
certification of commodities.
NOTICE
USDA–APHIS–PPQ does not regulate the exportation of commodities.
U.S. applicants may request that PPQ provide this service for commodities that
are eligible for certification. PPQ will assist U.S. applicants with commodities
that are eligible for certification to meet the plant quarantine import
requirements of foreign countries.
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Introduction
Scope
Scope
The information in the XPM is based on international standards, PPQ policy,
and regulations providing procedures for certifying commodities offered for
export. The XPM also covers information about PPQ’s Phytosanitary Export
Database (PExD), an electronic database that provides current information on
the plant import requirements of foreign countries. The Phytosanitary
Certificate Issuance and Tracking System (PCIT) automates the issuance of a
phytosanitary certificate, including the collection and tracking of its related
information.
This manual is divided into the following chapters:
Introduction
Policy
General Procedures
Special Procedures
The manual also includes Appendixes, a Glossary, and an Index.
The Policy chapter provides the framework needed to coordinate and execute
activity throughout the export program. Policy statements help focus attention
and resources on high-priority issues—aligning and merging efforts to achieve
program goals.
The General Procedures chapter explains the operational processes required to
implement program policy and how Authorized Certification Officials (ACOs)
carry out their responsibilities.
The Special Procedures chapter is subdivided into two groups:
Commodity – covers the special procedures for certifying specific
commodities
Special Programs – covers the special procedures for certifying
commodities associated with special programs
The Appendixes contain the following topics:
Supplementary information not considered procedural
Explanations and elaborations not essential to the manual but helpful to
the user
Information that interrupts the main flow of the procedures, making them
more difficult to follow
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Introduction
Users
The Glossary defines specialized words, abbreviations, and acronyms
associated with certifying commodities for export.
The Index contains topics with links and page numbers for quick reference.
Although the XPM does mention and give some direction for using PExD as
related to the procedures, the XPM does not comprehensively cover the use of
databases related to export certification. Related databases include PExD and
Phytosanitary Certificate Issuance and Tracking (PCIT).
Users
Federal, State, and County ACOs and officials use the XPM as a reference for
inspecting commodities and issuing export certificates.
The experience of users will vary, but ACOs should have a working knowledge
of the following:
PPQ policy
PCIT
PExD
Enabling Legislation
Plant Protection Act
To enable PPQ to help applicants meet the plant quarantine import
requirements of foreign countries, Section 418, CERTIFICATION FOR
EXPORTS, of the Plant Protection Act provides the authority for issuing
export certificates for the export of commodities. The regulation for enforcing
the Plant Protection Act is 7 CFR Part 353.
7CFR Part 353—Export Certification
7 CFR Part 353 provides export certification authorities.
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Introduction
Program Standards
Program Standards
The U.S. export program is based on standards established by the International
Plant Protection Convention (IPPC) and the North American Plant Protection
Organization (NAPPO). The U.S. export program has an obligation and
responsibility to meet the standards developed by the IPPC and NAPPO. The
primary standards on which the U.S. export program is based are the
following:
IPPC Standards
The IPPC Standards consist of International Standards for Phytosanitary
Measures (ISPMs).
NAPPO Standards
The NAPPO Standards consist of Regional Standards for Phytosanitary
Measures (RSPMs).
PPQ is delegated as the National Plant Protection Organization (NPPO) and
assumes the responsibilities for ensuring the U.S. export program meets
international standards. To facilitate the export of commodities for our
stakeholders and have a credible export program that is respected by our
trading partners, our program will follow the policies and procedures in this
manual. Our policies and procedures are designed to be consistent with IPPC
and NAPPO standards.
The primary roles related to export certification and their responsibilities are
outlined in Appendix D.
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Introduction
Conventions
Conventions
Conventions are established by custom and are widely recognized and
accepted. Major conventions used in the XPM follow.
Advisories
Advisories are used throughout the XPM to bring important information to the
user’s attention. Please carefully review each advisory. The definitions
coincide with American National Standards Institute (ANSI) and are in the
format shown below.
! DANGER
DANGER indicates imminent risk of death or serious injury.
! WARNING
WARNING indicates possible risk of serious injury.
! CAUTION
CAUTION indicates minor to moderate risk of injury.
NOTICE
NOTICE alerts readers of important information or Agency policy.
SAFETY
SAFETY indicates general instructions or reminders related to safety.
Boldfacing
Boldfaced type is used to emphasize important words throughout the XPM.
These words include: always, cannot, do not, does not, except, must, never,
no, not, only, other than.
Bulleted Lists
Bulleted lists indicate that there is no order to the information listed.
Chapters
This manual contains the following chapters: Introduction, Policy, General
Procedures, and Special Procedures.
Contents
Most chapters and sections of a chapter have a table of contents that lists the
heading titles, and is located at the beginning to help find information.
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Introduction
Conventions
Control Data
Control data are the numbers located at the bottom of most pages, opposite the
page number, which can be used to track revisions. At the top of the page is the
chapter, section, and first-level heading. At the bottom of the page is the
month, year, manual transmittal number, manual title, and page number.
EXAMPLE
The numbers at the bottom of the page are 11/2011-13.
 11/2011 is the month and year when the manual page was issued
 -13 is the transmittal number
Decision Tables
Decision tables are used throughout the XPM. Read decision tables from left to
right, beginning with the column headings and moving right one column at a
time. Each column represents a condition with the last column on the right
representing the action to take once all the conditions are considered. Using
Table 1-1-1, if you are a 28-year-old female, you would schedule a physical.
Table 1-1-1 How to Use Decision Tables
If you are a:
And your age is:
Then:
Male
Under 30
Do not schedule a physical
30 or over
Schedule a physical
Under 25
Do not schedule a physical
25 or over
Schedule a physical
Female
Examples
Examples are used to clarify a point by applying to a real-world situation.
Examples always appear in boxes as a means of visually separating them from
the other information contained on the page.
EXAMPLE
Examples are graphically placed boxes within the text as a means of
visually separating information from other information contained on
the page. Examples will always appear in a box.
Footnotes
Footnotes are usually placed at the bottom of a page that comment on or cite a
reference from a designated part of the text. The following types of footnotes
are used in the XPM.
General text footnotes located at the bottom of the page, which are
consecutively numbered throughout the manual
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1-1-7
Introduction
Conventions
Table or figure footnotes located directly below the associated table or
figure (if a table or figure continues beyond one page, the associated
footnotes will appear on the last page)
Heading Levels
Within each chapter and section there are three heading levels. The first
heading is indicated by a horizontal line followed by the title continuing across
both the left and right columns. The second heading is in the right-hand
column with the text beginning below. The third heading is in the left-hand
column and is used to easily scan topics.
Hypertext Links (Highlighting) to Tables, Figures, and
Headings
Tables and figures are highlighted in bold print. Hypertext links within the
online manual are also highlighted in blue print. Headings are highlighted in
italic print.
EXAMPLE
See Table 1-1-2 on page 1-1-10 to determine how to report problems
with the XPM.
Indentions
Entry requirements summarized from CFRs, import permits (IPs), or policies
are indented on the page.
Italicized Brackets
When completing or reviewing certain certificates or forms, information that is
to be entered, listed, or filled in is italicized and enclosed in brackets.
Numbered Lists
Numbered lists are used to indicate the specific order in which the information
listed is to be followed.
Numbering Scheme
A three-level numbering scheme is used in this manual for pages, tables, and
figures. The first number represents the chapter. The second number represents
the section. The third number represents the page, table, or figure. This
numbering scheme allows for easier updating and adding pages without having
to reprint an entire chapter. Dashes are used in page numbering to differentiate
page numbers from decimal points.
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Introduction
Revisions to Manuals
Section
Some of the chapters in this manual are broken down into sections. Each
section begins on a new, right-hand page. Sections are identified by the second
number in the numbering scheme used for this manual. The manual chapters
General Procedures and Special Procedures are divided into sections.
Revisions to Manuals
Export Services (ES) issues transmittals for advance notices, immediate
updates, and new editions of manuals.
Immediate Updates
Immediate updates are issued when the revisions are urgently needed and
cover 6 pages or less.
Transmittals for immediate updates usually contain the following information:
List of the updated pages
Purpose of the immediate update
Supersede statement
Transmittal number (used to track revisions)
New Editions
For new editions to online manuals, transmittal e-mails are issued.
Supersede Statements
Supersede statements identify existing official documents that are no longer
valid or accurate because they have been incorporated into the manual.
Supersede statements are included in transmittals.
ES is obligated to identify all existing official documents that are superseded.
If manual users accessed outdated information that was not formally
superseded, the agency may be liable. Therefore, supersede statements are
critical from a legal standpoint.
Transmittals
Transmittals are the correspondence accompanying immediate updates and
new editions. Transmittals explain the manual revision. Each transmittal has a
unique number usually identified in the subject line, which can be used to track
revisions. New editions always start with the transmittal number of -01 and the
number increases by one for each revision made during the life of the edition.
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Introduction
How to Report Problems With the Export Program Manual (XPM)
How to Report Problems With the Export Program Manual (XPM)
Use Table 1-1-2 to report export certification problems, situations, and
disagreements or to offer suggestions that directly affect the contents of the
XPM.
Table 1-1-2 How to Report Problems With the XPM
If you:
Then:
Are unable to access the
online manual
CONTACT Export Services’ Manuals Unit Liaison. Call 301851-2279 or e-mail [email protected].
Have a suggestion for
improving the formatting
(design, layout, composition), grammar, or spelling
Need help with an export
issue, policy, or procedure
CONTACT someone for assistance (see Appendix A for the
established contact protocol)
Disagree with policy or procedures
1-1-10
Export Program Manual
11/2011-13
Chapter
2
Policy
Contents
Accreditation 2-1-2
ACO Accreditation 2-1-2
Seed Health Accreditation 2-1-2
Additional Declarations (ADs) 2-1-3
Authority for Entering Additional Declarations 2-1-3
Amending an Additional Declaration 2-1-3
Additional Official Phytosanitary Information 2-1-3
Certification Eligibility Review 2-1-3
Commercial Information 2-1-4
Confidentiality 2-1-4
Export Certificates 2-1-5
Phytosanitary Certificate (PPQ Form 577) and Phytosanitary Certificate
for Reexport (PPQ Form 579) 2-1-5
Export Certificate for Processed Plant Products (PPQ Form 578) 2-1-6
Export Certification Violations 2-1-6
Export Treatments 2-1-7
Certifying Seed Treatments 2-1-7
Field Inspections 2-1-8
Genetically Modified Organisms 2-1-8
Grain 2-1-8
Federal Grain Inspection Service (FGIS) Inspection Authority 2-1-9
International Plant Protection Convention (IPPC) 2-1-9
Official Samples, Inspection, and Testing 2-1-9
Seed Sampling and Testing 2-1-11
Pest Free Area (PFA) or Pest Free Place of Production (PFPP) 2-1-11
Establishing a PFA 2-1-11
Establishing a PFPP 2-1-12
Resources for Determining PFAs or PFPPs 2-1-13
Phytosanitary Certificate Issuance & Tracking (PCIT) 2-1-13
Federal ACOs 2-1-14
State and County ACOs 2-1-14
Prohibited Information on an Export Certificate 2-1-15
Record Keeping 2-1-16
Replacement 2-1-16
PPQ Forms 577 or 579 for Commodities in a Foreign Country 2-1-16
Return of Foreign Origin Commodities to the Country of Origin 2-1-16
Safeguarding 2-1-16
Safety 2-1-17
05/2014-19
Export Program Manual
2-1-1
Policy
Accreditation
Time Limits 2-1-17
Time Limits for Field Inspections and Laboratory Testing 2-1-17
Replacing PPQ Forms 577 and 579 Outside PPQ’s Time Limit Policy 2-1-18
USDA Letterhead Statements 2-1-18
User Fees 2-1-18
Accreditation
ACO Accreditation
Authorized Certification Official (ACO) accreditation is in accordance with
7 CFR 353 and the Regional Standards for Phytosanitary Measures No. 8. See
also Reaccreditation of ACOs on page 5-1-4 and PPQ’s Accreditation Systems
and Programs Web site.
Seed Health Accreditation
PPQ’s National Seed Health System provides accreditation to non government
entities to perform the following testing and inspections required for an ACO
to issue a PPQ Form 577 or 579. Each non-government entity is audited and
evaluated by the National Seed Health System under the direct supervision of
the National Accreditation Program Manager for PPQ.
Laboratory testing for plant pathogens using the standardized methods
approved by the National Seed Health System
Phytosanitary inspections of seed-producing fields, nurseries, or
greenhouses for disease freedom using standardized methods approved
by the National Seed Health System
Sampling of seeds using standardized methods and procedures approved
by the National Seed Health System
Visual inspections of seeds for phytosanitary certification using PPQapproved methods at the applicant’s facility for insects, weed seeds, soil,
and other contaminants
It is against PPQ policy to issue certificates for commodities:
That underwent testing or inspection by a non-accredited entity
Based on results of an activity conducted before the entity was accredited
ACOs may accept results from accredited entities for accredited phytosanitary
procedures. These documented results serve to determine eligibility to issue
PPQ Forms 577 or 579 for seeds intended for propagation.
The most current information about the accredited entities and the functions
they are allowed to perform can be found on the PPQ Web page under
Accreditation Systems and Programs.
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Additional Declarations (ADs)
Additional Declarations (ADs)
ADs are official government assurances regarding the phytosanitary status of a
plant or plant product.
Authority for Entering Additional Declarations
ADs can be included only on PPQ Forms 577 or 579. ADs must be verified by
an ACO and supported by documentation. If a required AD is prohibited by
PPQ policy, certification cannot be provided.
If an applicant is an Authorized Entity (AE) and is authorized by the local State
or County duty station to enter ADs, then the ACO should provide the
necessary AD(s) to the applicant and the ACO must verify that the information
on the phytosanitary certificate is correct before signing.
Amending an Additional Declaration
There are instances in which the AD required by an importing country must be
amended. If the pest or pathogen is not known to occur in the U.S. or a
political subdivision thereof, such as a State, and the requested AD asks for
freedom from the pest or pathogen, the AD must be changed to read that the
pest does not occur in the U.S. or identified State(s).
Additional Official Phytosanitary Information
Additional official phytosanitary information is included on a phytosanitary
certificate at the request of exporters to facilitate future re-exports from a
foreign country. This information is included in the AD section of the
phytosanitary certificate after the first country of importation import
requirements have been met. This information is separated from the first
country import requirements, and is listed in the AD block, under a heading
titled: Additional Official Phytosanitary Information.
Certification Eligibility Review
Occasionally applicants request review of a commodity deemed ineligible for
certification. Export Services (ES) cannot consider any request until the
applicant provides all necessary information to ES.
Listed below is the information that ES must have to review the request.
Destination country
Date the applicant wishes to ship
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Commercial Information
Description of commodity and, if processed, a detailed description of the
process. The description must include the following information:
ingredients, origin of each ingredient, process applied to each ingredient
and the botanical name of each ingredient. All information will be held in
strict confidence. The process must be described in detail.
How the commodity is packaged
Intended use
Name of applicant with contact information
Official communication from the foreign NPPO, if available
If necessary, the applicant may have to supply ES with a sample of the
commodity
The ability to make a decision will depend on the quality of the information.
ES will make every effort to provide a decision once all necessary information
has been provided.
NOTICE
If the import requirements are available and you cannot verify that the requirements
have been met, the remaining phytosanitary conditions must occur in the U.S. under
the supervision of an ACO.
Commercial Information
Based on ISPM 12, phytosanitary certificates are not commercial documents.
Commercial information cannot be referenced on phytosanitary certificates
and is not to be used as the basis for phytosanitary certification. The most
common forms of commercial information requested are the following:
Letters of credit
Trade names, sizes, or other commercial terms
Tariff numbers
Purchase contract numbers
Tax ID numbers
Confidentiality
Records containing privileged or confidential trade information and
commercial or financial information (obtained from a person) is exempt from
mandatory release under the Freedom of Information Act (FOIA). (See Title 5,
United States Code, Section 552(b)(4).) However, FOIA applies only to
agency records in the possession of a federal agency at the time the FOIA
request is made.
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Export Certificates
If someone requests a completed or partially completed certificate, a State
record that provided the basis for a certificate, or any information in these
documents, the request must be forwarded to the Freedom of Information Act/
Privacy Act (FOIA/PA) Officer for PPQ at the following address:
Legislative and Public Affairs Staff, APHIS, USDA
4700 River Road, Unit 50
Riverdale, Maryland 20737-1232
Phone: 301-851-4102
Certificates and State records that provide the basis for certificates maintained
by State cooperating agencies are not subject to the Federal FOIA. However,
many States have open government laws that may require the release of
records maintained by State agencies. Therefore, if someone requests a
completed or partially completed certificate, a State document that provided
the basis for a certificate, or any information in these documents, the State or
County employee should not release any information unless appropriate State
officials determine that release of the information is required by State law.
Export Certificates
Phytosanitary Certificate (PPQ Form 577) and Phytosanitary
Certificate for Reexport (PPQ Form 579)
Phytosanitary certification for exports is not a requirement of the USDA.
Phytosanitary certification is provided as a service to U.S. applicants based on
the phytosanitary requirements of foreign countries. After assessing the
phytosanitary condition of the commodities intended for export, an ACO
issues these internationally recognized phytosanitary certificates:
PPQ Form 577, Phytosanitary Certificate
PPQ Form 579, Phytosanitary Certificate for Reexport
No liability is attached to the United States Department of Agriculture (USDA)
or to any of its representatives with respect to phytosanitary certificates.
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Export Certification Violations
PPQ Forms 577 and 579 conform with the model certificates in ISPM 12 of the
International Plant Protection Convention (IPPC), and are used to document
the phytosanitary condition of exported commodities. Before issuing PPQ
Form 577 or 579, the Authorized Certification Official (ACO) signing the form
must officially verify that the consignment has been inspected and that all the
phytosanitary requirements of the importing country have been met. Anytime a
PPQ Form 577 or 579 is issued, the preprinted certification statement assures
the importing country that the shipment conforms to its requirements regarding
freedom from regulated pests. In addition, it is PPQ policy that all shipments
certified are practically free from all non regulated pests. This policy allows for
no more than a two percent infestation level of any non regulated pest.
Export Certificate for Processed Plant Products (PPQ Form 578)
PPQ Form 578 was created to assist U.S. exporters of processed products
whose shipments may be placed in jeopardy if an official document is not
issued. PPQ Form 578 can only be issued for items listed in Phytosanitary
Export Database (PExD) Processed Products (PPQ Form 578). Some
commodities found in the Processed Products (PPQ Form 578) list are
designated as eligible for either a PPQ Form 577 or 578. Items listed only for a
PPQ Form 578 may not be issued a PPQ Form 577 even at the exporters
request.
Even though a PPQ Form 578 is not a phytosanitary certificate, there is a
similar statement preprinted in the signature block regarding freedom from
injurious plant pests due to the processed nature of the shipment.
Export Certification Violations
Unauthorized changes to an export certificate are in violation of 7 CFR 353
and may be prosecuted under the Plant Protection Act (7 USC 7701) and other
applicable laws. Any unauthorized changes can result in a foreign government
rejecting a shipment. If a violation is discovered, the State Plant Health
Director (SPHD) should consider the circumstances surrounding the violation
and determine the next course of action, which may entail an Investigative and
Enforcement Services (IES) investigation.
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Export Treatments
Export Treatments
PPQ does not have the authority to require more restrictive phytosanitary
measures than the importing country. When certifying an export treatment,
ensure that the basic components of the treatment are met. Importing countries’
treatment requirements are provided through published regulations, import
permits, and/or other official communication. Quality assurance should be
maintained at the local level to ensure that all treatments are conducted
according to the importing country’s requirements. PPQ accepts treatments by
cooperators for inclusion on phytosanitary certificates. All treatments used as
the basis for issuing PPQ Forms 577 and 579 must be based on the following:
1. The foreign country’s import requirements
2. The registered pesticide label
3. The safety of employees
Verify and record details of the treatment in the appropriate section of the
certificate. Examples of the verification of treatments not witnessed by the
ACO follow:
EXAMPLE
 Evidence of seed treatment, such as the presence of a powder coating
on seeds
 Evidence of kiln drying by “KD” marks on lumber, checking moisture content, and inspecting kiln charge chart
 Evidence of compression of cotton bales, such as presence of PBI tags
and bale weight(s)
Under certain circumstances a notarized letter of the treatment performed can
be accepted from a licensed pest control operator. This type of unmonitored
treatment should only be used when the company is not routinely involved in
regulatory treatments and when other options are not available.
NOTICE
Do not list treatments recorded on foreign phytosanitary certificates in the treatment
section of PPQ Form 579 since these treatments were not monitored by a Federal,
State, or County plant quarantine official or conducted by FGIS.
Certifying Seed Treatments
With the exception of fumigation, it may not be necessary to be physically
present to witness the treatment when certifying a seed treatment on an export
certificate. If a treatment is indicated on the label of the seed, it is monitored by
the State personnel to ensure Environmental Protection Agency (EPA)
compliance. In such cases it is acceptable to attest to seed treatments based on
the information contained on the seed label.
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Field Inspections
NOTICE
Do not attest to treatments listed on foreign seed labels on a reexport certificate
because a U.S. plant quarantine official did not monitor the treatment in the foreign
country.
Field Inspections
Many states and counties conduct field inspections to meet foreign import
requirements for various U.S. commodities. Often, foreign countries require a
growing season inspection by an official certifying agency in the country of
origin, and the results of the inspection may be recorded on a phytosanitary
certificate. For the purpose of export certification, USDA-APHIS-PPQ
recognizes all State and County field inspection reports. Any State or County
issuing certificates with a question pertaining to a field inspection report
should contact the issuing State or County for clarification.
Genetically Modified Organisms
Export certificates cannot be used to certify the Genetically Modified
Organism (GMO) status of a commodity. If a country requires that an export
certificate attest to GMO status, then the export certificate cannot be issued.
Phytosanitary Issues Management (PIM), once notified, will contact the
importing country to negotiate the removal of any GMO requirement.
If the importing country has GMO requirements that are not tied to
phytosanitary certification, various other Federal agencies may be able to assist
an applicant to meet foreign GMO requirements.
The Grain Inspection, Packers and Stockyards Administration (GIPSA) is a
source for GMO certification or letterhead statements for grain. These
letterhead statements may or may not meet an importing country’s
requirements. ACOs can refer applicants to the GIPSA Office of International
Affairs (202-720-0226) for assistance on GMO inquiries for grain. Refer to
GIPSA Directive 9180.67 for more information.
Grain
When certifying grain, it is PPQ policy to only attest to the freedom of insects
and weed seeds when required by an additional declaration. By definition grain
is intended for processing or consumption and is generally recognized as low
risk for the introduction of weeds. This policy applies, whether the requirement
is stated in an export summary or an import permit (IP).
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International Plant Protection Convention (IPPC)
The reason for this policy is that it is impractical to:
Inspect parent plants during active growth in the field
Identify and preserve the grain produced from those fields due to normal
movement and commingling
Adequately inspect grain for disease organisms once harvested
NOTICE
When certifying grain, ACOs must never attest to freedom or apparent freedom from
plant disease causing organisms such as bacteria, fungi, nematodes, viruses, etc.
Laboratory testing cannot be used as a basis for certification because a
methodology for representative sampling and testing for disease causing
organisms in grain has never been developed.
Exceptions to this policy are the following:
When the pathogen is not known to occur in the U.S.
When there is an ongoing national survey for the pathogen (currently only
karnal bunt of wheat, Tilletia indica)
Special programs approved by ES
Federal Grain Inspection Service (FGIS) Inspection Authority
APHIS and FGIS have entered into a Memorandum of Understanding (MOU)
that sets forth the policies and procedures by which GIPSA and APHIS will
collaborate on the issuance of phytosanitary certificates. If FGIS conducts the
phytosanitary inspection for grain, then an FGIS Form 921-2, Inspection
Report–Insects in Grain, is required for certification.
In addition to inspecting grain (milled or not), FGIS is authorized to provide
phytosanitary inspections for the commodities listed under the heading Species
that FGIS Can Inspect on page 4-3-4 if they are derived from grain.
International Plant Protection Convention (IPPC)
PPQ policy is consistent with the adopted standards produced by the IPPC.
Official Samples, Inspection, and Testing
It is PPQ policy that all sampling, inspection, and testing for export
certification purposes be officially conducted by government officials or
accredited entities. Adhering to this policy further ensures shipment integrity
and program credibility. Under no circumstances can an applicant provide his
or her own sample for inspectional purposes.
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Official Samples, Inspection, and Testing
NOTICE
Inspections should be conducted on the entire shipment. The preferred method of
certifying a commodity for export is to inspect the commodity before it is containerized. There is no method for inspecting or obtaining representative samples for retail
packaging.
The shipment must remain unadulterated after sampling has taken place. No
additions can be made to the total count or weight of the shipment after
sampling.
If a PPQ Form 577 or 579 is issued based on laboratory testing, keep
documentation supporting the decision with the file copy of the export
certificate.
The above policy does not:
Supersede specific instructions in an export summary in PExD, work
plans, or other official communication with respect to laboratory tests and
time limits
Change the policy with respect to inspection and time limits; inspections
must be conducted within specified time limits
NOTICE
ACOs must caution applicants that shipments cannot be certified until all inspection
results have been finalized. The applicant is responsible for maintaining the identity
and integrity of the consignment and for safeguarding the commodity after inspection from infestation or infection from harmful organisms.
Official sampling and inspecting may be conducted by:
Federal, State, or County officials
Cooperating agencies such as Federal Grain Inspection Service (FGIS) for
grain and grain products (see Commodity • Grain (Federal Grain
Inspection Service (FGIS)) on page 4-3-1) or Agricultural Marketing
Service (AMS) for specific commodities
Non government entities accredited for seed sampling and inspection (see
Seed Health Accreditation on page 2-1-2)
Personnel at cotton compliant warehouses
NOTICE
The sampling and inspection of commodities for the issuance of a PPQ Form 578
do not have to be official samples; they may be submitted by the applicant.
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Pest Free Area (PFA) or Pest Free Place of Production (PFPP)
Seed Sampling and Testing
Federal laboratories, State laboratories, university laboratories, and companies
accredited under the USDA-APHIS-PPQ Accreditation Program may test and
sample seed.
Seed must be sampled and inspected prior to encapsulation (pelletized
seed) or embedding into other media (e.g., seed mats).
Should the seed be treated with a fungicide or pelletized after the
laboratory analysis or test, the increase in weight must match the amount
of product applied to the seed.
Some laboratory analyses cannot be conducted on treated seeds. The
ACO must check with the laboratory first before submitting a sample(s).
The lot number cannot change after the laboratory analysis or test has
taken place.
Accredited entities are authorized only to perform those specific
phytosanitary functions for which accreditation is held and listed.
Pest Free Area (PFA) or Pest Free Place of Production (PFPP)
A country may require that a commodity originate from a PFA or a PFPP. In
order to qualify for this requirement, PFAs and PFPPs must be demonstrated
by scientific evidence as described below.
Establishing a PFA
1. A written plan outlining how the proposed PFA would satisfy the
requirements found in ISPM 4 and ISPM 8 must be developed. The
requirements for establishing and maintaining the PFA will vary according
to the biology of the pest, the size and nature of the area, and the available
information pertaining to the pest. The methods used to achieve the PFA
may include:
A. General surveillance supported by data (historical records)
B. Surveys (include survey type and proposed methods)—All survey data
must be entered into an appropriate record keeping system (e.g.
National Agricultural Pest information System (NAPIS), Integrated
Survey Information System (ISIS), etc.)
C. Regulatory controls (buffer zones, restrictions on movement of
regulated articles, routine monitoring, etc.)
D. Auditing of records (review and evaluation)
E. Documentation (reports and work plans)
2. If a survey was conducted, the negative survey data must be entered into
the appropriate record keeping system.
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Pest Free Area (PFA) or Pest Free Place of Production (PFPP)
3. Periodic checks to verify that pest freedom has been maintained must be
carried out and entered into the record keeping system as outlined in the
accepted PFA plan.
Establishing a PFPP
1. A written plan outlining how the purposed PFPP would satisfy the
requirements found in ISPM 10 and ISPM 8 must be developed. The
requirements for establishing and maintaining the PFPP will vary
according to the biology of the pest, the size and nature of the area, and the
available information pertaining to the pest. The methods used to achieve
the PFPP may include:
A. A system to establish pest freedom including official surveys for one or
more years as appropriate
B. A system to maintain pest freedom
a. Preventive measures (e.g. elimination of other host material)
b. Exclusion measures (e.g. physical barriers, screens, controls)
c. Pest control measures (e.g. cultural methods, treatments and
resistant cultivars)
C. Verification that pest freedom has been attained or maintained (e.g.
growing season inspections, compliance agreements, sampling, etc.)
D. A system to maintain product identity, consignment integrity and
phytosanitary security (labeling)
E. The establishment and maintenance of an appropriate buffer zone
2. Surveys and/or growing season inspections can be conducted.
3. Periodic checks to verify freedom has been maintained must be carried out
and entered into a record keeping system. These records must be
maintained at the PFPP and be available for review.
A country may state that a commodity is prohibited from:
Areas in which a specific pest occurs (they do not specify the area)
Areas considered infected/infested with a pest
Conversely, some countries may specify the areas in the U.S. that they
recognize as free from a specific pest, but not always. If PExD does not
specify which areas of the U.S. are considered free of a pest, the ACO
must make that determination before deciding whether a commodity is
prohibited. For guidance and clarification on this topic, follow the
approved contact protocol listed in Appendix A.
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Phytosanitary Export Database (PExD)
Resources for Determining PFAs or PFPPs
Use the following resources for additional information:
Area identifiers, PPQ
Biological and Technical Services, PPQ Riverdale through your Export
Certification Specialist (ECS)
Cooperative extension services
Crop Protection Compendium (CABI)
NOTICE
The information in CABI is based on voluntary reports; if CABI does not list a pest
as occurring in the U.S., the pest may occur, but no one has sent a report to CABI.
Plant Pest Home Page
State or County officials
Universities
Phytosanitary Export Database (PExD)
The Phytosanitary Export Database (PExD) is the repository of foreign
countries phytosanitary import requirements for U.S. origin commodities.
PExD enhances the Animal and Plant Health Inspection Service (APHIS),
Plant Protection and Quarantine (PPQ) ability to maintain the export program
for United States exporters. PExD supports APHIS, PPQ, Plant Health
Programs, Export Services (ES) with the task of entering export summaries for
foreign countries. PExD provides reusable text to facilitate uniform and
consistent entry of export summaries. PExD also provides PPQ, State and
County cooperators, and industry user’s easy access to export summaries via
direct user queries. PExD interfaces with the Phytosanitary Certificate
Issuance & Tracking System (PCIT) application processing. During
application processing users are provided with pertinent export summaries
based on the importing country, commodity, and other data contained in PExD.
This information may be retrieved by users with access to PCIT or for those
without access to PCIT, via the PExD link at the bottom of the PCIT home
page.
Phytosanitary Certificate Issuance & Tracking (PCIT)
PCIT tracks the inspection of agricultural products and certifies compliance
with plant health standards of importing countries. This capability provides
USDA/APHIS/PPQ better security, reporting functions, and monitoring
capabilities for exported commodities.
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Phytosanitary Certificate Issuance & Tracking (PCIT)
PCIT was first released in December 2005. PCIT use is mandatory for all
Federal ACOs. Use and acceptance of PCIT continues to increase among State
and County ACOs as well as industry. PPQ employees involved with the
export program are required to support and facilitate the use of PCIT by
industry and cooperators.
Federal ACOs
All PPQ employees involved with the export program should know how
to log in and use PCIT
All PPQ Forms 577 and 579 must be issued through PCIT
Paper PPQ Forms 577 and 579 should be retained for back-up in case
PCIT is down for more than 4 hours
All applications for certification should either be entered by the applicant
through PCIT or be entered by the PPQ duty station. Ideally, industry will
enter these applications; therefore, PPQ employees should encourage
industry to use PCIT to submit applications.
PPQ employees should work with industry contacts by educating them
about PCIT and its advantages
Industry or cooperators may access PCIT directly. Industry users can register
their own organizations and submit applications to any duty station.
Cooperators should contact their local Export Certification Specialist (ECS)
for a PIN.
PCIT currently allows users to generate the following forms:
PPQ Form 572, Application for Inspection and Certification of Plants and
Plant Products for Export
PPQ Form 577, Phytosanitary Certificate1
PPQ Form 578, Export Certificate, Processed Plant Products
PPQ Form 579, Phytosanitary Certificate for Reexport
1
PCIT enables PPQ managers to obtain real-time information in order to
respond to foreign notices of non-compliance and generate reports concerning
certified commodities.
State and County ACOs
PCIT use by State and County ACOs is currently optional, but strongly
recommended.
1 A copy can be printed by an applicant, while the original can be printed only by authorized entities and
authorized certification officials.
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Prohibited Information on an Export Certificate
Prohibited Information on an Export Certificate
ACOs must never enter or authenticate the following information on an export
certificate:
Advice number
Aflatoxins or other mycotoxins
Authorization number (not same as letter of authorization for European
Union (EU))
Fitness for human consumption
Freedom from animal diseases and statements about animal health
concerns
Freedom from plant disease-causing organisms for any grain, when the
disease occurs in the U.S.
Genetic composition and/or disease resistance
Grade and/or quality
Import reference number
Import tariff item number
Intended use (such as for scientific purposes)
Letter of commitment number
Letter of credit number or requirements
Levels of radioactivity, nuclear radiation, or radionuclides associated with
a commodity
Official verification listed in an export summary or an import permit
Pesticides or other chemical residues
Purchase contract number
References pertaining to a permit or a permit number issued by the
Division of Management Authority (DMA) for protected plant species
References to genetically modified organism (GMO) status
References to trade names, sizes, or other commercial terms
References to wild collected plants
Requested statements that are not of a phytosanitary nature, such as
economic permits, quantity or quality restrictions, or methods of
packaging
Tax identification numbers
Unofficial requests from applicants and consignees
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Record Keeping
Record Keeping
PPQ policy on retention of documents is as follows:
PCIT generated certificates and documentation attached in PCIT are
automatically archived
PPQ Forms 577, 578, and 579 and all supporting documentation: retain
for 3 years
All CITES/ESA and supporting documentation: retain for 5 years
Any documents associated with USDA user fees: retain for 3 years
Replacement
PPQ Forms 577 or 579 for Commodities in a Foreign Country
If a consignment has been exported from the United States, has not officially
entered the commerce of the importing country, and is being stored in a foreign
country, you can replace a PPQ Form 577 or 579 to change the country name to
a different country.
NOTICE
The storage or repackaging of a consignment in another country may result in a
change of the phytosanitary status of the consignment and the exporter will need to
request a reexport certificate from the country in which the commodity is being
stored or repackaged.
Return of Foreign Origin Commodities to the Country of Origin
Foreign origin commodities that have entered United States commerce, been
safeguarded, or remain sealed in original packaging, which are being returned
to the country of origin, can be certified without official communication from
the country of origin. Exporters should verify if there are additional
phytosanitary requirements from the country of origin prior to exportation.
Safeguarding
Regulated pests of concern cannot infest or infect the shipment after official
sampling, inspection, testing, or treatment has taken place. Exporters must
ensure that the shipment is safeguarded. ACOs should confer with an
entomologist, pathologist, nematologist, etc. if they have concerns about
safeguarding.
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Safety
Safety
PPQ follows safety guidelines of the Emergency Preparedness and Response,
Health and Safety Plan (HASP) located on the USDA-APHIS-PPQ website.
Time Limits
“Time limits” refer to the amount of time that is allowed between inspections
and certificate issuance. PPQ’s policy on time limits is that an export certificate
must be issued within 30 days of the phytosanitary inspection. PPQ policy
must be met even if a country’s time limits refers to the time period between
certificate issuance and exportation. In addition to PPQ’s policy on time limits,
each importing country may specify its own time limit requirements. Exporters
must meet the importing country’s time limits. If an importing country’s time
limit is more restrictive than PPQ’s policy, the importing country’s time limit
requirement will take precedence.
In order to ensure time limits are met, it is important to understand the
difference between each type of date.
Inspection date: The date an Authorized Certification Official (ACO) or
other authorized entity conducts the phytosanitary inspection
Issuance date: The date a certificate is signed
While the dates of issuance and inspection can be the same, they are two
different actions.
Time Limits for Field Inspections and Laboratory Testing
If a country requires a laboratory test and the regulated pests of concern
cannot infest the commodity post-harvest, the laboratory test does not have to
be conducted within the time limits specified either by the country or PPQ’s
general policy on time limits, if the following conditions are met:
1. The commodity was harvested and was put into storage;
2. The commodity has remained unadulterated since the laboratory test was
conducted.
In addition, field inspections do not have to meet time limits if the regulated
pests of concern cannot infest the commodity post-harvest.
NOTICE
There is no time limit or expiration on the validity of commodity testing if a shipment’s integrity (for example, a hermetically sealed container) has been maintained
and verified.
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Policy
USDA Letterhead Statements
For general information on time limits pertaining to inspections and certificate
issuance, see Time Limits on page 2-1-17.
If a PPQ Form 577 or 579 is issued based on laboratory testing, keep any
documentation supporting the decision with the file copy of the export
certificate or attach in PCIT. This policy does not:
Supersede specific instructions in an export summary in PExD, work
plans, or other official communication with respect to laboratory tests and
time limits
Change the policy with respect to inspection and time limits; inspections
must be conducted within specified time limits
Replacing PPQ Forms 577 and 579 Outside PPQ’s Time Limit
Policy
Replacing PPQ Forms 577 and 579 is acceptable outside the 30 day time limit.
The quantity previously certified cannot increase.
USDA Letterhead Statements
On some occasions, applicants request certification for commodities that are
not eligible for any type of export certification from USDA-APHIS. In these
cases, USDA-APHIS may issue a letterhead document to facilitate applicants’
shipments. These documents are issued only by PPQ personnel. If needed,
State, or County ACOs must request this document from the appropriate ECS,
SPHD or PPQ regional office personnel.
User Fees
It is PPQ policy to collect user fees for export certificates. PPQ has the
authority to collect user fees through 7 CFR 354.3. State or County cooperators
can establish their own fees for issuing Federal export certificates, based on
7 CFR 354.3.
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Chapter
3
General Procedures
The Process of Export Certification
Contents
Introduction 3-1-1
Steps for Certifying a Commodity
3-1-3
Introduction
Export certification is a service provided to assist U.S. applicants in meeting
the import requirements of foreign countries. See Figure 3-1-1 on page 3-1-2
for an overview of the steps for certifying commodities offered for export. The
overview is followed by a brief summary of each step.
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3-1-1
General Procedures: The Process of Export Certification
Introduction
Step 1
Application
(PPQ Form 572)
EXCERPT
Step 2
Determine Eligibility and Import
Requirements for Certification
Official
Communication
Export Program
Manual (XPM)
Document Review
Sampling
Step 3
Verify That Import
Requirements are Satisfied
Inspection
Testing
Treatment
Step 4
Complete Export Certificate
(PPQ Form 577,578,579)
Step 5
Collect User Fee
(7 CFR 354)
Figure 3-1-1 Schematic of the Process of Export Certification
3-1-2
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11/2011-13
General Procedures: The Process of Export Certification
Steps for Certifying a Commodity
Steps for Certifying a Commodity
Step 1: Review Application for Certification
The application may be a PCIT application (PPQ Form 572), Paper PPQ Form
572, or other application (see Completing Application for Export Certification
(PPQ Form 572) on page 3-2-1).
Step 2: Determine Eligibility and Import Requirements for Certification
ACOs must determine whether the commodity is eligible for an export
certificate. Their assessment is based on the commodity type, the commodity’s
origin and destination, and the commodity’s protected status.
After determining eligibility, ACOs then determine the importing country’s
phytosanitary requirements before conducting an inspection or issuing a
certificate. The import requirements of a country may be provided by either the
Phytosanitary Export Database (PExD) or official communication from the
National Plant Protection Organization (NPPO) of the importing country.
If a third party country will not provide an import permit or other official
communication, but has published import requirements, the exporter must
provide a highlighted copy of those requirements that pertain to the commodity
being certified.
NOTICE
Official communication from a foreign country’s NPPO supersedes information found
in the country’s summary in PExD.
Based on whether the commodity can meet the import requirements, ACOs
then determine whether they can issue a certificate (see Determining Eligibility
and Import Requirements for Certification on page 3-3-1).
Step 3: Verify That Import Requirements Are Satisfied
Once the eligibility and import requirements have been identified, the import
requirements must be verified (see Verifying Import Requirements on page
3-4-1).
Step 4: Complete Export Certificate
ACOs must prepare the appropriate export certificate as listed and described
below. See Completing PPQ Forms 577 and 579 on page 3-5-1 and
Completing PPQ Form 578 on page 3-6-1 for further information.
PPQ Form 577, Phytosanitary Certificate
PPQ Form 578, Export Certificate, Processed Plant Products
PPQ Form 579, Phytosanitary Certificate for Reexport
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General Procedures: The Process of Export Certification
Steps for Certifying a Commodity
Step 5: Collect User Fee
PPQ has established user fees that applicants must pay for export certificates.
Refer to User Fees on page 3-7-1 for further information.
3-1-4
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11/2011-13
Chapter
3
General Procedures
Completing Application for Export Certification
(PPQ Form 572)
Contents
Introduction 3-2-1
Creating an Application (PPQ Form 572) in PCIT 3-2-3
Completion of a Paper PPQ Form 572 3-2-3
Application Data (to be completed by applicants) 3-2-3
Export Inspection Data (to be completed by ACOs) 3-2-4
Distribution 3-2-5
PCIT Generated PPQ Form 572 3-2-5
Non PCIT Generated PPQ Form 572 3-2-5
Introduction
PPQ Form 572, Application for Inspection and Certification of Plants and
Plant Products for Export, provides the information needed to determine a
commodity’s eligibility and import requirements.
It is the applicant’s responsibility to submit a request for an export certificate in
a timely manner. The preferred method for applying is with Phytosanitary
Certificate Issuance and Tracking (PCIT). For further information on PCIT, see
Appendix C. Applicants can download PPQ Form 572 from the APHIS Forms
Library. See Figure 3-2-1 on page 3-2-2 for an example of PPQ Form 572.
NOTICE
ACOs are responsible for holding in strict confidence any information provided by
industry.
This section provides instructions for completing PPQ Form 572 using PCIT
or the paper equivalent.
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General Procedures: Completing Application for Export Certification (PPQ Form 572)
Introduction
No Phytosanitary Export Certificate can be issued
until an application is completed (7 CFR 353).
FORM APPROVED OMB NO. 0579-0052
According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless it
displays a valid OMB control number. The valid OMB control number for this information collection is 0579-0052. The time
required to complete this information collection is estimated to average .25 minutes/hours per response, including the time for
reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and
reviewing the collection of information.
U.S. DEPARTMENT OF AGRICULTURE
ANIMAL AND PLANT HEALTH INSPECTION SERVICE
PLANT PROTECTION AND QUARANTINE
APPLICATION FOR INSPECTION AND CERTIFICATION OF DOMESTIC PLANTS AND
PLANT PRODUCTS FOR EXPORT
1. NAME AND ADDRESS OF EXPORTER
INSTRUCTIONS: APPLICANT - Forward original
to the Officer in Charge where inspections,
treatment, and certification will be given (Item 4).
Complete items 1 thru 11. OFFICER - Complete
items 12 thru 17.
3. NAME AND ADDRESS OF APPLICANT (or exporters agent)
AREA CODE AND PHONE NO.
2. NAME AND ADDRESS OF FOREIGN CONSIGNEE
4. PLACE WHERE ARTICLES WILL BE MADE AVAILABLE FOR INSPECTION
AND/OR TREATMENT AND CERTIFICATION(Port and location)
6. PORT OF EXPORT
5. APPROX. DATE OF DEPARTURE
7. DESCRIPTION OF ARTICLES TO BE CERTIFIED
a.
QUANTITY AND NAME
OF PRODUCE AND
BOTANICAL NAME
b.
NUMBER AND
DESCRIPTION OF
PACKAGES
c.
DISTINGUISHING
MARKS
d.
CERTIFIED ORIGIN
8. DECLARED MEANS OF CONVEYANCE
I certify that the origin (place where grown) of the articles listed is as
represented.
9. DECLARED POINT OF ENTRY
10. SIGNATURE (applicant or exporters agents)
11. DATE
EXPORT INSPECTION DATA - (To be filled in by Plant Protection and Quarantine Officer)
12. LOCATION OF ARTICLES
13. % OF MATERIALS EXAMINED
14. % OF MATERIALS INFESTED
15. FINDINGS AND/OR TREATMENT GIVEN (Use reverse if necessary)
16. SIGNATURE
17. DATE AND TIME INSPECTED
PPQ FORM 572
(APR 2005)
Figure 3-2-1 Example of PPQ Form 572, Application for Inspection and Certification of Plants and Plant
Products for Exports
3-2-2
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General Procedures: Completing Application for Export Certification (PPQ Form 572)
Creating an Application (PPQ Form 572) in PCIT
Creating an Application (PPQ Form 572) in PCIT
To create an application in PCIT, visit the PCIT User Guide for Creating an
Application.
Completion of a Paper PPQ Form 572
Application Data (to be completed by applicants)
See Table 3-2-1 for instructions on completing blocks 1 through 11 of PPQ
Form 572.
Table 3-2-1 Instructions for Applicants to Complete PPQ Form 572
If the block is:
Then:
1. NAME and ADDRESS
of EXPORTER
Enter the complete name and mailing address of the applicant of
record. The applicant’s address must be in the United States or
affiliated islands.
2. NAME and ADDRESS
of FOREIGN
CONSIGNEE
Enter the complete name and physical address of the ultimate
consignee of record. The country listed in this block must be the
same country as that listed in Block 9: Declared Point of Entry.
3. NAME and ADDRESS
of APPLICANT (or
EXPORTER’S AGENT)
Enter the complete name, mailing address, and phone number of
the applicant. Only U.S. addresses will be accepted. If this is the
same as Block 1 state “same as Block 1”.
4. PLACE WHERE ARTICLES WILL BE MADE
AVAILABLE for INSPECTION and/or TREATMENT and
CERTIFICATION (Port
and Location)
Enter the complete address where the shipment will be available
for inspection and/or treatment.
5. APPROX. DATE of
DEPARTURE
Enter the expected date of departure from the United States.
6. PORT of DEPARTURE
Enter the port or location the shipment will be exported from.
7. DESCRIPTION of
ARTICLES to BE CERTIFIED.
a. Quantity and Name of Produce and Botanical Name: Enter
the quantity, common name and scientific name for each commodity. It is the applicant’s responsibility to enter the scientific name for
all commodities. Indicate the intended end use of the commodity,
e.g. animal feed, consumption, processing, plants for planting, etc.
b. Number and Description of Packages: Enter the number and
types of shipping containers.
c. Distinguishing Marks: Enter the markings exactly as they
appear on the containers, cartons, bags, bales, boxes, products,
truck licenses, or railway cars. If there are no distinguishing marks,
enter “NONE”.
d. Certified Origin: Enter where the product was grown or cultivated by State, County, district, or other geographical or political
subdivision as necessary by the phytosanitary regulations of the
importing country. Documentation supporting origin of the commodity may be required.
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General Procedures: Completing Application for Export Certification (PPQ Form 572)
Completion of a Paper PPQ Form 572
Table 3-2-1 Instructions for Applicants to Complete PPQ Form 572 (continued)
If the block is:
Then:
8. DECLARED MEANS of
CONVEYANCE
Enter the name of the airline or name of the vessel. If the means of
conveyance is unknown, enter, as appropriate, “airfreight”, “ocean
vessel”, “railroad”, or “truck line”. For rail or truck shipments to
Canada or Mexico, enter the name of the railroad or truck line, if
known. For mail shipments, enter “air mail”, “surface mail”,
“express mail”, or the carrier name.
9. DECLARED POINT of
ENTRY
Enter the point (s) of entry. Enter the approved country name if the
specific point of entry is unknown.
10. SIGNATURE (applicant or exporter’s agent)
By signing the application the applicant attests that “I certify that
the origin (place where grown) of the articles listed is as represented.”
11. DATE
Enter the date the application is signed.
Export Inspection Data (to be completed by ACOs)
See Table 3-2-2 for instructions on completing blocks 12 through 17 of PPQ
Form 572.
Table 3-2-2 Instructions for ACOs to Complete PPQ Form 572
3-2-4
If the block is:
Then:
12. LOCATION OF
ARTICLES
LIST the place where you inspected the commodities
13. % OF MATERIALS
EXAMINED
LIST the percentage (how much) of commodities that were
inspected
14. % OF MATERIALS
INFESTED
LIST the percentage of commodities that were infested or
infected
15. FINDINGS AND/OR
TREATMENT GIVEN
(use reverse if necessary)
LIST all findings and/or treatments given as a result of your
inspection, which may include the following:
16. SIGNATURE
SIGN your name (ACO)
17. DATE AND TIME
INSPECTED
ENTER the date and time the commodities were inspected
1. Pest or disease if infested or infected
2. Details of the treatment if treated
3. Applicant actions to meet the phytosanitary import requirements (e.g., repackaging, reconditioning, or debarking)
4. Unique or unusual situation about the shipment such as additional declarations to be entered on the export certificate
5. Supporting documents provided by the applicant such as an
import permit, inspection certificate, State phytosanitary certificate, or treatment information
6. Intended use of commodity if needed to determine the phytosanitary requirements of the importing country (e.g., wheat
grain or wheat seeds)
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General Procedures: Completing Application for Export Certification (PPQ Form 572)
Distribution
Distribution
PCIT Generated PPQ Form 572
No further distribution, submission, or filing is required, since distribution is
automated within PCIT.
Non PCIT Generated PPQ Form 572
If the applicant uses a PPQ Form 572, attach it with the inspection results to the
“Issuing Office Copy” of the multi-part form and file according to retention
guidelines.
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3-2-5
General Procedures: Completing Application for Export Certification (PPQ Form 572)
Distribution
3-2-6
Export Program Manual
03/2010-01
Chapter
3
General Procedures
Determining Eligibility and Import Requirements
for Certification
Contents
Introduction 3-3-1
Determining Eligibility 3-3-2
Eligibility Based on Commodity 3-3-2
Eligibility Based on Origin and Destination 3-3-4
Eligibility Based on Protected Status 3-3-5
Determining Import Requirements 3-3-6
Official Communication 3-3-7
Phytosanitary Export Database (PExD) 3-3-7
Introduction
Authorized Certification Officials (ACOs) use a variety of factors to determine
if a commodity is eligible for export certification. This section enables an ACO
to determine if a commodity is eligible for an export certificate and provides
guidance on how to determine the phytosanitary requirements of the importing
country.
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General Procedures: Determining Eligibility and Import Requirements for Certification
Determining Eligibility
Determining Eligibility
The following tables will help the ACO determine eligibility based on
commodity type, degree of processing, origin, destination, and protected
status.
Eligibility Based on Commodity
Use Table 3-3-1 to decide if you can certify the commodity.
Table 3-3-1 Determine Eligibility for Certification Based on Commodity
If the commodities are:
Plants, parts of
plants, or derived
from plants (including edible mushrooms)
And they are:
And they are:
Then based on what the
articles are:
Processed
products
Listed in the Phytosanitary Export
Database (PExD)
Processed Products
(PPQ Form 578)
1. CONSIDER eligible for
PPQ Form 578
2. GO to Eligibility Based
on Origin and Destination on page 3-3-4
Listed in PExD under
1. CONSIDER ineligible
for a certificate
2. EXIT this manual
Ineligible Commodities1
Listed in PExD as eligible for certification
and all conditions
can be met
Unprocessed
products
Mushroom spawn
1. CONSIDER eligible for
PPQ Form 577 only
2. GO to Table 3-3-2 on
page 3-3-3
Neither plants nor
anything derived
from plants
1. CONSIDER ineligible
for a certificate
2. EXIT this manual
Mixture or combination of plant and
nonplant materials
FOLLOW the contact protocol in Internal Communication on page A-1-1
1
3-3-2
1. CONSIDER eligible for
a PPQ Form 577 or 579
2. GO to Eligibility Based
on Origin and Destination on page 3-3-4
The Ineligible Commodities list is not all inclusive. Do not use this list to determine if a commodity is ELIGIBLE for certification – only that a commodity is INELIGIBLE.
Export Program Manual
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General Procedures: Determining Eligibility and Import Requirements for Certification
Determining Eligibility
Table 3-3-2 Determine Action to Take on Mushroom Spawn
If:
Then:
The mushroom spawn facility is participating in the pilot
Mushroom Spawn Facility
Accreditation Program1
1. INSPECT the shipment
2. COMPLETE PPQ Form 577 (refer to Completing PPQ
Forms 577 and 579 on page 3-5-1)
 In Block 9, Name of Produce, enter “Mushroom
spawn”
 In Block 10, enter scientific name
The mushroom spawn facility is not participating in the
pilot Mushroom Spawn Facility Accreditation Program2
12/2013-17
1. CONSIDER ineligible for an export certificate
2. EXIT this manual
1
ACOs must contact their Export Certification Specialist (ECS) or Regional Program Manager
(RPM) using the approved contact protocol, prior to certification to determine which mushroom spawn facilities are participating in the pilot program.
2
If the facility wants to participate in the pilot Mushroom Spawn Facility Accreditation Program,
contact the headquarters Accreditation Manager.
Export Program Manual
3-3-3
General Procedures: Determining Eligibility and Import Requirements for Certification
Determining Eligibility
Eligibility Based on Origin and Destination
Use Table 3-3-3 to decide if you can certify a commodity based on its origin
and destination.
Table 3-3-3 Determine Eligibility for Certification Based on Origin and
Destination
If the commodities
are from:
And are being
exported:
The U.S. or affiliated
islands1
To a foreign country
A foreign country2,3
Interstate via Canada
1. CONSIDER eligible for PPQ Form 577
or PPQ Form 578
2. GO to Eligibility Based on Protected
Status on page 3-3-5
To the U.S. or affiliated
islands
1. CONSIDER ineligible for a certificate
2. REFER applicant to the State or affiliated island’s plant regulatory agency
for certification using a State export
certificate
3. EXIT this manual
To a foreign country
1. CONSIDER eligible for PPQ Form
577, PPQ Form 578, or PPQ Form 579
2. GO to Eligibility Based on Protected
Status on page 3-3-5
Interstate via Canada
To the U.S. or affiliated
islands
3-3-4
Then:
1. CONSIDER ineligible for a certificate
2. REFER applicant to the State, country,
or affiliated island’s plant regulatory
agency for certification using a State
export certificate
3. EXIT this manual
1
Islands associated with the United States but not fully integrated as a State (i.e., American
Samoa, Guam, the Northern Mariana Islands, Puerto Rico, and the U.S. Virgin Islands).
2
Only foreign origin commodities that have entered U.S. commerce are eligible for reexport
certifcation. Commodities transiting the U.S. are ineligible.
3
If the commodity is of foreign orgin but did not requrie a pnytosantiary certificate to make entry into the U.S., if eligible for phyto sanitary certification, and all foreign import requirements
have been met, a PPQ 577 should be issued with country of origin listed in block 13, Place
of Origin.
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General Procedures: Determining Eligibility and Import Requirements for Certification
Determining Eligibility
Eligibility Based on Protected Status
Commodities may be protected by either the Convention on International
Trade in Endangered Species of Wild Fauna and Flora (CITES) or the
Endangered Species Act (ESA). Visit the CITES web site or the ESA web site
to determine if a commodity is protected.
Use Table 3-3-4 to decide if you can certify the commodity based on its
protected status.
Table 3-3-4 Determine Eligibility for Certification Based on CITES and ESA
Status
If the commodities
being exported are:
And you are:
GO to Determining Import Requirements on
page 3-3-6
Neither protected by
CITES nor ESA
Protected by CITES or
ESA
1
Then:
Located at a
CITES or ESA
port
GO to Determining Import Requirements on
page 3-3-6
Not at a
CITES or ESA
port
1. CONTACT the nearest CITES port or PPQ
regional botanist (through proper channels)
or Export Certification Specialist (ECS) for
guidance on moving the shipment to a designated port (at the owner’s expense).
Some CITES ports have established procedures for ACOs at interstate locations and
non CITES ports to assist in inspecting and
processing shipments of protected plants.1
2. EXIT this manual.
Some CITES ports have established procedures that allow State or County cooperators to
attest that the plants are artificially propagated and to complete a State export certificate. The
applicant sends the State export certificate, the invoice, and specified copies of the CITES
or ESA documents to the designated CITES port for validation and endorsement. At some
CITES ports, a blank export certificate must be obtained and partially completed by the applicant and sent back to the CITES port, along with the other paperwork.

Procedures have been established to allow PPQ Plant Health Safeguarding Specialists
(PHSSs) at non- CITES ports to confirm that the applicant has PPQ Form 622, USDA General Permit, and proper CITES or ESA documents. The PHSS confirms that all the paperwork
matches and the applicant completes PPQ Form 572 and sends it along with specified copies of the invoice and CITES or ESA documents to the designated CITES port for validation
and endorsement. If there’s a concern about the shipment’s validity, the shipment may be
required to go through a CITES port.
Refer to the designated CITES ports directory to determine the nearest location
for CITES certification.
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General Procedures: Determining Eligibility and Import Requirements for Certification
Determining Import Requirements
Determining Import Requirements
ACOs determine import requirements for eligible commodities from either
PExD or official communication.
Import requirements vary by country, commodity, and plant part. Reviewing
PExD or official communication allows the ACO to determine the import
requirements and activities necessary for certification.
When an applicant presents import requirements differing from those in PExD,
the information must be in the form of official communication, and will
supersede PExD.
For reexport commodities, the applicant must provide the third country’s
import requirements from the country of destination by means of official
communication. On occasion, the National Plant Protection Organization
(NPPO) of an importing country may not issue an import permit (IP) to
facilitate reexports. ACOs should allow the exporter to provide a copy of the
import requirements and highlight the area of the requirements that pertains to
the commodity being certified.
Table Table 3-3-5 lists the common types of import requirements. See
Verifying Import Requirements on page 3-4-1 for further information on
meeting those requirements.
Table 3-3-5 Common Import Requirements
If the import
requirement is:
Then countries may require that commodities be:
Pest freedom
Free of specific pests. The method for determining pest freedom may
be specified by the foreign country. If the country does not specify the
procedure, the ACO must determine which method to use.
Treatment
Treated prior to importation, or treatments may be necessary based
on the results of an inspection.
Miscellaneous
Imported into specified ports, during specified times, packaged in specific ways, or compliant with ISPM 15.
NOTICE
ACOs must refuse to issue an export certificate if either:
• The commodity does not meet the import requirements
• The import requirements violate PPQ policy (disease freedom statements for
grain, quality related statements, fiduciary information, etc.)
3-3-6
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General Procedures: Determining Eligibility and Import Requirements for Certification
Determining Import Requirements
Official Communication
Official communication1 contains the phytosanitary requirements from an
NPPO that must be met for importation of a commodity. Official
communication in the form of an IP, Letter of Authorization, etc. replaces or
supplements information contained in PExD. In most cases, ACOs will be
dealing with IPs presented by an applicant. Since there are no international
standards for official communication, ACOs need to carefully review any
document to ensure that it is from the NPPO of the importing country.
The name and contact information for NPPOs can be found in PExD under
Foreign Points of Contact. The following information pertains specifically to
IPs but can be applied to any type of official communication.
NOTICE
Once official communication has been presented, the ACO must meet the requirements that were presented. If the requirements on official communication are not
allowed by PPQ policy, refuse to certify and recommend that new official communication be obtained.
Phytosanitary Export Database (PExD)
PExD contains the published phytosanitary requirements for commodities
from the United States. Each country has its own summary within PExD.
ACOs should review all sections of PExD for any commodity to be certified.
Commodity Information within PExD
PExD presents information for commodities in the following ways:
1. Phytosanitary Certificate (PC) is required.
Follow all requirements listed in the export summary when issuing a
PC.
If an IP is presented, all conditions of the IP must be met. Enter the
AD: “Import permit number _______ was presented.”
2. Phytosanitary Certificate and Import Permit (IP) are required.
If an IP is presented, all conditions of the IP must be met. Enter the
AD: “Import permit number _______ was presented.”
A PC may be issued without an IP. If no IP is presented, enter the
additional declaration: “No import permit presented.” Then follow all
requirements listed in the export summary when issuing a PC.
1 Applicants must present the original official communication and the English translation. Applicants are
responsible for the accuracy of translations. If questionable, forward the official communication to your
ECS using the contact protocol (see Internal Communication on page A-1-1).
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General Procedures: Determining Eligibility and Import Requirements for Certification
Determining Import Requirements
3. Phytosanitary Certificate and Import Permit (IP) are required. Do not
certify unless an IP is presented.
If an IP is presented, all conditions of the IP must be met. Enter the
AD: “Import permit number _______ was presented.”
If no IP is presented, refuse to certify.
4. Commodity is Unrestricted.
No PC is required, but an ACO may issue a certificate if the
commodity is eligible.
5. Commodity is Unrestricted. Import Permit is required.
.No PC is required, but an ACO may issue a certificate if the IP is
presented.
6. Commodity is Prohibited. Do not certify unless an IP is presented.
If an IP is presented, all conditions of the IP must be met. Enter the
AD: “Import permit number _______ was presented.”
If no IP is presented, refuse to certify.
3-3-8
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Chapter
3
General Procedures
Verifying Import Requirements
Contents
Introduction 3-4-1
How to Verify Import Requirements 3-4-2
Examine Acceptable Documentation 3-4-2
Determine the Sample Size 3-4-4
Inspect the Commodity 3-4-6
Monitor Treatments 3-4-8
Verify Miscellaneous Requirements 3-4-10
Record Inspection Results 3-4-11
Decide Which Export Certificate to Issue 3-4-13
Introduction
This section assists ACOs in verifying that foreign import requirements have
been met and aids in obtaining all pertinent information necessary for
completing export certificates. For procedures to inspect specific commodities
covered under a work plan or other protocol, refer to the export summary in the
Phytosanitary Export Database (PExD).
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General Procedures: Verifying Import Requirements
How to Verify Import Requirements
How to Verify Import Requirements
Step 1: Examine Acceptable Documentation
In some cases, inspections conducted by other government agencies or
accredited entities are acceptable for federal phytosanitary certification. Use
Table 3-4-1 to determine if an inspection is necessary.
Table 3-4-1 Documentation Presented
If the documentation is:
Acceptable1
And:
And you decide:
Then:
All phytosanitary
requirements have
been met
No inspection is
necessary
GO to Step 6: Record
Inspection Results on
page 3-4-11
Inspection is necessary
GO to Step 2: Determine the Sample Size
on page 3-4-4
Not all phytosanitary
requirements have
been met
Unacceptable
1
3-4-2
For acceptable documents, refer to Table 3-4-2 on page 3-4-3.
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General Procedures: Verifying Import Requirements
How to Verify Import Requirements
If the applicant presents one of the certificates or documents listed in
Table 3-4-2, and all the import requirements have been met, an additional
inspection may not be necessary.
Table 3-4-2 Acceptable Inspection Certificates and Documents
Issuing Agency/
Organization
Form Number
Form Title and Notes
FV 146
Certificate of Quality and Condition (Processed
Foods)
FV 147
Certificate of Quality and Condition (Processed
Foods) Quality Assurance
FV 149
Certificate of Quality and Condition (Processed
Foods) Continuous Inspection
FV 294
Report on Sanitary Inspection (issued for apples,
pears, emperor grapes, and some vegetables)
Federal Grain
Inspection Service
(FGIS)
FGIS 921-21, 2
(01-07)
Inspection Report—Insects in Grain
Florida
FV 185-C
Florida Export Citrus Fruit Inspection Report
Various States
Various
Any State Phytosanitary Certificate
Various States/
Counties
State/County
Inspection Report
Any State/County Inspection Report
Foreign NPPOs3
Various
Phytosanitary certificates and phytosanitary
certificates for reexport
Accredited entities
Various
Various forms4
Agricultural Marketing Service (AMS)
1
When FGIS Form 921-2 is used as the basis for issuing an export certificate, the applicant
or GIPSA inspector must contact a local ACO to identify the phytosanitary import requirements in preparation for the GIPSA inspection.
2
Contact the field office responsible for the geographic area in which the service will be provided. For further information on FGIS Form 921-2, contact Branch Chief, Policies and Procedures Branch, Field Management Division, 1400 Independence Avenue, SW, Room 2409
N, Washington, DC 20250-3630, Telephone: (202) 720-0224, Fax: (202) 720-1015, Email:
[email protected]
3
Forms issued by foreign NPPOs are only applicable to PPQ Form 579. Additional inspection
may be necessary if the commodity has not been safeguarded. If the exporter has the original
or a photocopy of the foreign phytosanitary certificate, enter the number of the foreign certificate, check whether the certificate is the original or a certified true copy, stamp the foreign
phytosanitary certificate with an ink stamp that references your affiliation (“USDA,” “County of
_____,” or “State of _____”, and sign and date the foreign phytosanitary certificate next to your
stamp. See PPQ Form 579, Phytosanitary Certificate for Reexport on page 3-5-10.
4
ACOs must ensure that the company’s accreditation is recognized by PPQ for that activity.
NOTICE
In some instances, documentation from other agencies can serve as acceptable
inspection certificates or documents. Verify any document not listed in Table 3-4-2
above through the contact protocol specified in Appendix A.
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General Procedures: Verifying Import Requirements
How to Verify Import Requirements
Step 2: Determine the Sample Size
Sampling must not begin until the applicant has presented the entire
consignment, clearly marked and labeled. Samples that are used for
certification must be large enough and must accurately represent the entire
shipment. For policy about who may draw official samples, refer to Official
Samples, Inspection, and Testing on page 2-1-9.
Sampling levels can depend on the size of the shipment, the determined risk
associated with the commodity, or if the commodity is seed.
Two Percent Level
The minimum inspection level for commodities that are not high risk is 2% of
the shipment’s inspectional unit (i.e., boxes, units, bags, tray packs, etc.).
EXAMPLE
A shipment of 400 boxes of fruits would require 100% inspection of 8
boxes (.02 x 400 boxes = 8 boxes). 2% is a minimal level.
Commodities shipped in bulk (grain or potatoes) will require sampling
techniques appropriate to the levels of pest risk and industry standards, which
may be less than 2%. Consult the appropriate State or Federal officials for
these inspection levels.
Hypergeometric Table
You may use the hypergeometric table for inspecting large consignments
where it is impracticable to inspect two percent. Determine the number of units
by using the hypergeometric table illustrated in Table 3-4-3 on page 3-4-5.
Inspect each of these units.
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General Procedures: Verifying Import Requirements
How to Verify Import Requirements
Table 3-4-3 Hypergeometric Table for Random Sampling
Total number of inspectional units:
Randomly select this number of units to inspect:
1-13
Inspect all units
14-15
13
16-17
14
18-19
15
20-22
16
23-25
17
26-28
18
29-32
19
33-38
20
39-44
21
45-53
22
54-65
23
66-82
24
83-108
25
109-157
26
158-271
27
272-885
28
886-200,000
29
Nursery Stock
The inspection level for nursery stock should be 100% or as close to 100% as
practical.
Seed
Special procedures for sampling seed have been developed to ensure confidence
in detecting pathogens. Refer to Commodity • Seed on page 4-4-1 for guidance.
NOTICE
Items listed in PExD as eligible only for PPQ Form 578 do not require an inspection.
In this case GO directly to Step 7: Decide Which Export Certificate to Issue on page
3-4-13.
Once you have determined the appropriate sample size and drawn the samples,
go to Step 3: Inspect the Commodity on page 3-4-6.
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General Procedures: Verifying Import Requirements
How to Verify Import Requirements
Step 3: Inspect the Commodity
ACOs must visually inspect all shipments for pests (weed seeds, insects, signs
and symptoms of disease, soil, etc.). In addition to a visual inspection, the
importing country may specify that pest freedom be determined by a
laboratory test, growing season inspection, area freedom, and/or production
area freedom. Use Table 3-4-4 to take the appropriate action.
Table 3-4-4 : Determine Pest Freedom
If the country
requires:
And the supporting documents show
that:
Then:
Area or production
area freedom1
The commodity does not originate from an
area with a specific pest
CONTINUE to
Table 3-4-5
The commodity originates from an area with
a specific pest
REFUSE to certify
An inspection was not satisfactorily conducted
REFUSE to certify
An inspection was satisfactorily conducted
CONTINUE to
Table 3-4-5
Growing season
inspection2
Laboratory test
The commodity was laboratory tested
3
The commodity was not laboratory tested
EXIT this manual
EXIT this manual
REFUSE to certify
EXIT this manual
1
A country may or may not specify area freedom or production area freedom and/or infestation
(see Establishing a PFPP on page 2-1-12).
2
Accredited entities, ACOs, universities, or State plant health agency employees may conduct
growing season inspections.
3
Testing must be done at USDA or State laboratory, or a USDA accredited facility. For information on USDA accredited facilities, see the list of Entities Accredited under the Seed
Health Program.
After you review supporting documents (field inspection reports, laboratory
testing documents, etc.) and complete the visual inspection, continue to
Table 3-4-5 on page 3-4-7.
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How to Verify Import Requirements
Table 3-4-5 Action to Take When a Commodity Must be Free from Pests
If you determine that the
commodity:
And the pest
or disease:
And the commodity is:
And a treatment is:
GO to Step 4:
Monitor Treatments on page
3-4-8
Is free of pests
Has pests1, 2
Does not have
phytosanitary
significance to
the importing
country
Practically free
of pests3
Not practically
free of pests
Has phytosanitary significance to the
importing
country
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Then:
Unavailable or
the applicant
refuses to treat4
1. REFUSE to
certify
2. EXIT this
manual
Available4
GO to Step 4:
Monitor Treatments on page
3-4-8
Unavailable4
1. REFUSE to
certify
2. EXIT this
manual
Available4
GO to Step 4:
Monitor Treatments on page
3-4-8
1
Any intercepted pest must be identified by the nearest PPQ or State Identifier unless you
have identification release authority.
2
If you detect multiple pests, evaluate each pest using this table. Follow the most restrictive
action in the “Then” column.
3
For export certification purposes, the working definition of practically free is to not exceed a
2% infestation level unless otherwise stated by the importing country. When FGIS inspection
certificates are used as supporting documentation for certifying grain, practically free refers
to FGIS’ acceptance standards for insects found in grain.
4
If the applicant elects to recondition the commodity, GO to Step 2: Determine the Sample
Size on page 3-4-4.
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General Procedures: Verifying Import Requirements
How to Verify Import Requirements
Step 4: Monitor Treatments
Any commodity for export requiring treatment, either because of the importing
country’s requirement, detection of a pest, or at the request of the exporter,
must be treated as prescribed in the PPQ Treatment Manual or according to the
label instructions. ACOs must ensure minimum concentration levels are
maintained for an effective treatment.
NOTICE
Treatments do not preclude or substitute for a phytosanitary inspection. If there was
no opportunity to inspect prior to treatment, then an inspection would still need to be
conducted after the treatment. The treatment may not have been efficacious against
all regulated pests.
! WARNING
Do not certify any commodity that has exceeded the label requirements set by the
EPA. All treatments must strictly conform to all label requirements.
NOTICE
Treatments conducted by the Federal Grain Inspection Service (FGIS) are acceptable to put on an export certificate as long as the treatment is indicated on FGIS
Form 921-2. Refer to Step 1: Examine Acceptable Documentation on page 3-4-2.
NOTICE
Caution applicants that all vessels conducting in-transit treatments are required to be
equipped with a proper recirculation system for phosphine fumigation in ship holds.
This system allows the fumigant to circulate evenly. Do not issue an export certificate until this system is in place. Contact your Regional Program Manager for assistance.
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General Procedures: Verifying Import Requirements
How to Verify Import Requirements
Treatments recorded on certificates must be included in the Treatment section
of PPQ Form 577 or 579 or on an attachment sheet in the case of multiple
treatments. Refer to Table 3-4-6.
Table 3-4-6 Action to Take When Commodity May Require Treatment
If the commodity:
And:
Requires
treatment
And the applicant:
Is willing to
arrange for treatment
1. MONITOR treatment
2. RECORD details of all treatments on PPQ Form 577 or 579
3. GO to Step 6: Record Inspection
Results on page 3-4-11
Is not willing to
arrange for treatment
1. REFUSE to certifiy
2. EXIT this manual
GO to Step 6: Record Inspection
Results on page 3-4-11
Does not
require treatment
Does not
require treatment, but
was treated
05/2014-19
Then:
The treatment is
acceptable and
monitored by a
Federal, State,
or County plant
quarantine official
Wants the treatment on the certificate
1. RECORD details of the treatment on PPQ Form 577 or 579
2. GO to Step 6: Record Inspection
Results on page 3-4-11
Does not want
the treatment on
the certificate
GO to Step 6: Record Inspection
Results on page 3-4-11
The treatment is
not acceptable
or was not monitored by a Federal, State, or
County plant
quarantine official
Wants the treatment on the certificate
1. ALLOW the applicant to apply an
acceptable treatment
2. MONITOR treatment
3. RECORD details of the treatment on PPQ Form 577 or 579
4. GO to Step 6: Record Inspection
Results on page 3-4-11
Does not want
the treatment on
the certificate
GO to Step 6: Record Inspection
Results on page 3-4-11
Export Program Manual
3-4-9
General Procedures: Verifying Import Requirements
How to Verify Import Requirements
Step 5: Verify Miscellaneous Requirements
There may be additional requirements that have to be met, including, but not
limited to the following:
Time Restrictions
ACOs must advise the exporters about a country’s restrictions on when a
commodity may be imported.
Table 3-4-7 Action to Take When Commodities May Enter Only During Specific
Periods
If the export summary or
import permit (IP):
And you determine that
the specified time period:
Lists a specific time period
when the commodities are
admissible
Cannot be met
REFUSE to issue an export
certificate
Can be met
GO to Time Limits on page
3-4-10
Then:
EXIT this manual
Does not list specific time
periods
Time Limits
For general information on time limits pertaining to inspections and certificate
issuance, see Time Limits on page 2-1-17.
NOTICE
The National Plant Protection Organization (NPPO) of the importing country may
impose specific requirements on when an export certificate may be issued regarding
inspection or exportation. Consignments must meet the importing country’s time limits. If an importing country’s time limit is more restrictive than PPQ’s policy, the country’s time limit requirement will take precedence.
Packaging Requirements
Packaging or other material that may be associated with the shipment such as
wood packaging material (ISPM 15), bagging, containers, etc., must meet the
importing country’s requirements.
During inspection the ACO must ensure that any packaging requirements
(new containers, pest proof boxes, etc.) by the importing country have been
met. Advise the applicant of any packaging requirements and discrepancies. If
necessary, the applicant should recondition the shipment to meet packaging
requirements, but do not refuse to certify the shipment if packaging
requirements have not been met at the time of inspection.
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How to Verify Import Requirements
Specified Ports
Importing countries may require that shipments enter at specific ports. Use
Table 3-4-8 to determine the correct action.
Table 3-4-8 Action to Take When a Commodity May Enter Only Specified Ports
If the exporter has
designated:
A port other than
specified in the
export summary
Then:
1. WARN the exporter that the shipment may be refused or delayed if
entering a port other than specified in the export summary
NOTICE
Do not refuse to issue an export certificate if this is the only
requirement that is not met.
2. GO to Step 6: Record Inspection Results on page 3-4-11
One of the specified ports
GO to Step 6: Record Inspection Results on page 3-4-11
Step 6: Record Inspection Results
PCIT Users
PCIT users must enter inspection results on the Inspection Details screen.
Multi-part Paper Users
Multi-part paper users must record results of their inspection and additional
information about the shipment that will support their decision to certify or not
to certify the commodity. Inspection results may be recorded at the bottom of
PPQ Form 572; on the reverse side of PPQ Form 577, Issuing Office Copy; or
on the reverse side of PPQ Form 579, Issuing Office Copy. See Table 3-4-9 on
page 3-4-12.
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General Procedures: Verifying Import Requirements
How to Verify Import Requirements
Table 3-4-9 Recording Inspection Results on Multi-part Paper Forms
If you are recording
inspection results on:
Then:
PPQ Form 572, Application for Certification
1. RECORD the inspection results in blocks 12 - 17, under Export
Inspection Data as follows:
 LIST in Block 12, place (port and location) where the commodity was inspected
 LIST in Block 13, percentage (how much) of material was
inspected
 LIST in Block 14, percentage of material infested or infected
 LIST in Block 15, pests intercepted and treatments given,
actions taken by the applicant and ACO (as a result of the
inspection) to make the commodity eligible for certification
(such as repackaging, reconditioning, debarking, intended
use, notation of AD, pest or disease freedom, presence or
absence of IP, foreign export certificate, or other import
requirements and unusual situations concerning the shipment)
 SIGN your name in Block 16
 LIST in Block 17, date and time of inspection
2. ATTACH PPQ Form 572 to the Issuing Office Copy of PPQ
Form 577 or PPQ Form 579, if applicable
3. GO to Step 7: Decide Which Export Certificate to Issue on
page 3-4-13, if applicable
PPQ Form 577, Phytosanitary Certificate
RECORD the inspection results on the reverse side of the Issuing
Office Copy as follows:
PPQ Form 579, Phytosanitary Certificate
for Reexport
 LIST in Block 1, place (port and location) where the commodity was inspected
 LIST in Block 2, percentage (how much) of material was
inspected
 LIST in Block 3, percentage of material infested or infected
 LIST in Block 4, pests intercepted and treatments given,
actions taken by the applicant and ACO (as a result of the
inspection) to make the commodity eligible for certification
(such as repackaging, reconditioning, debarking, intended
use, notation of AD, pest or disease freedom, presence or
absence of IP, foreign export certificate, or other import
requirements and unusual situations concerning the shipment)
 SIGN your name in Block 5
 LIST in Block 6, date and time of inspection
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General Procedures: Verifying Import Requirements
How to Verify Import Requirements
Step 7: Decide Which Export Certificate to Issue
Use Table 3-4-10 to determine the action to take.
Table 3-4-10 Deciding When to Issue PPQ Form 577 or 579
If the origin
is:
And a foreign PC is:
And the
requirements
are:
Domestic
Foreign
Present
Known
And the
requirements:
Then:
Can be met
ISSUE PPQ Form 577;
refer to PPQ Form 577,
Phytosanitary Certificate on page 3-5-6
Cannot be
met
1. REFUSE to certify
2. EXIT this manual
Can be met by
the foreign PC
and/or activities conducted
in the U.S.
ISSUE PPQ Form 579;
refer to PPQ Form 579,
Phytosanitary Certificate for Reexport on
page 3-5-10
Cannot be
met
1. REFUSE to certify
2. EXIT this manual
Can be met by
activities conducted in the
U.S.
ISSUE PPQ Form 577;
refer to PPQ Form 577,
Phytosanitary Certificate on page 3-5-6
Cannot be
met
1. REFUSE to certify
2. EXIT this manual
Can be met by
the foreign PC
and/or activities conducted
in the U.S.
ISSUE PPQ Form 577;
refer to PPQ Form 577,
Phytosanitary Certificate on page 3-5-6
Cannot be
met
1. REFUSE to certify
2. EXIT this manual
Can be met by
activities conducted in the
U.S.
ISSUE PPQ Form 577;
refer to PPQ Form 577,
Phytosanitary Certificate on page 3-5-6
Cannot be
met
1. REFUSE to certify
2. EXIT this manual
Unknown
Absent
Known
Unknown
Domestic
and foreign
(blended)
Present
Known
Unknown
Absent
Known
Unknown
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General Procedures: Verifying Import Requirements
How to Verify Import Requirements
3-4-14
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Chapter
3
General Procedures
Completing PPQ Forms 577 and 579
Contents
Introduction 3-5-2
Guidelines for Completing PPQ Forms 577 and 579 (PCIT or Multi-part
paper) 3-5-3
Attachment Sheets 3-5-4
Lining Out Unused Space 3-5-5
PPQ Form 577, Phytosanitary Certificate 3-5-6
Purpose 3-5-6
Example 3-5-7
Processing an Application in PCIT 3-5-8
Completing Multi-part Paper PPQ Form 577 3-5-8
PPQ Form 579, Phytosanitary Certificate for Reexport 3-5-10
Purpose 3-5-10
Example 3-5-11
Processing an Application in PCIT 3-5-12
Completing Multi-part Paper PPQ Form 579 3-5-12
Record Keeping 3-5-13
PCIT Users 3-5-13
Non-PCIT Users 3-5-14
Distribution 3-5-14
PCIT Generated PPQ Forms 577 and 579 3-5-14
PPQ Form 577 Issued on Multi-part Paper Forms 3-5-14
PPQ Form 579 Issued on Multi-part Paper Forms 3-5-15
Replacing PPQ Forms 577 and 579 3-5-16
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3-5-1
General Procedures: Completing PPQ Forms 577 and 579
Introduction
Introduction
This section contains information and instructions for completing the
following certificates
PPQ Form 577, Phytosanitary Certificate on page 3-5-6
PPQ Form 579, Phytosanitary Certificate for Reexport on page 3-5-10
NOTICE
Hold all information in strict confidence to protect buyers and applicants. Disclosure
of confidential information may reveal trade secrets or may cause financial harm to
buyers and applicants.
Authorized Certification Officials (ACOs) may issue a PPQ Form 577 for
those commodities listed in an export summary as unrestricted products if they
are eligible for certification. PPQ Form 579 may be issued for commodities
that are unrestricted products as indicated by official communication from a
foreign country if they are eligible for certification.
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General Procedures: Completing PPQ Forms 577 and 579
Guidelines for Completing PPQ Forms 577 and 579 (PCIT or Multi-part paper)
Guidelines for Completing PPQ Forms 577 and 579 (PCIT or Multipart paper)
Attest only to the phytosanitary condition of plants or plant products.
Enter the same country name in the TO: THE PLANT PROTECTION
ORGANIZATION(S) OF: block as the country identified in Block 8.
DECLARED NAME AND ADDRESS OF THE CONSIGNEE.1
Prepare all export certificates in English.
List only U.S. addresses in the NAME AND ADDRESS OF THE
EXPORTER block. Affiliated island addresses are acceptable.
Type or handwrite export certificates (if handwritten, do so only in all
upper case or capital letters)
Spell out dates in the month/day/year format (example: July 17, 2015).1
Enter the actual dates of inspection. If there is not enough space to list all
dates in the DATE INSPECTED block, list the dates in the
ADDITIONAL DECLARATION (AD) block.1
Enter abbreviations of scientific units of measure, based on United States
customary units, or the metric system, only in the Treatment block.1
Do not correct errors or add extraneous marks (i.e. tick marks, check
marks, etc.) on an export certificate. Never use correction fluid or
correction tape. If an ACO makes an error, the ACO must complete a
new certificate.
Never abbreviate the following: Calendar months, city names, State
names, country names, or any other entry unless it is part of a business
name (example: A.B.C. Distributing Inc. LLC).
Never enter dates of a field or growing season inspection or laboratory
tests.
Never enter a grade, intended use, a commercial term, or a trade name.
Never enter phone or facsimile numbers.
Never enter statements such as “In-care-of”, (c/o), “Attention to”, “Agent
for”, or “Notify”.
Never enter titles to signatures or names.
Do not record ADs from foreign phytosanitary certificates on PPQ Form
579.
1 PCIT performs this function automatically.
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General Procedures: Completing PPQ Forms 577 and 579
Guidelines for Completing PPQ Forms 577 and 579 (PCIT or Multi-part paper)
Attest to additional official phytosanitary information only after all
foreign import requirements of the first country of import have been
addressed.
Never enter a variety unless it is required in the Phytosanitary Export
Database (PExD) or is listed in an IP and all the conditions can be met.
Check the export summary to see if the declared point of entry is
authorized; if the point of entry is not authorized, warn the exporter that
the shipment may be delayed or refused entry.
Attachment Sheets
Use PPQ Form 576, Attachment Sheet for Phytosanitary Certificate or
Phytosanitary Certificate for Reexport when there is insufficient space on PPQ
Form 577 or 579 (refer to PPQ Form 576, Attachment Sheet for Phytosanitary
Certificate or Phytosanitary Certificate for Reexport on page F-1-17).
NOTICE
PPQ Form 576 can only be used with a multi-part paper Phytosanitary Certificate
(PPQ Form 577) or Phytosanitary Certificate for Reexport (PPQ Form 579). Do not
list “See attachment” or a similar statement in a block on an export certificate before
filling in as much information in the block as possible. Enter “See attachment” at the
end of the information in the block before completing an attachment sheet.
PCIT automatically generates attachment sheets as necessary.
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General Procedures: Completing PPQ Forms 577 and 579
Guidelines for Completing PPQ Forms 577 and 579 (PCIT or Multi-part paper)
Lining Out Unused Space
PCIT will automatically line out unused space. Line out unused space in all
blocks on multi-part paper forms, with the exception of the following blocks:
PPQ Form 577
To: The Plant Protection Organization of:
Place of issue
Certificate Number
Date inspected
Blocks 7, 8, 14, 15, 16, 17, and 18
PPQ Form 579
To: The Plant Protection Organization of:
Place of issue
Certificate Number
Certification
Blocks 7, 8, 14, 15, 16, 17, and 18
See Figure 3-5-1 for examples of lining out unused space.
Figure 3-5-1 Examples of Lining Out Unused Space
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General Procedures: Completing PPQ Forms 577 and 579
PPQ Form 577, Phytosanitary Certificate
PPQ Form 577, Phytosanitary Certificate
PPQ Form 577, Phytosanitary Certificate is an accountable certificate used to
certify domestic plants and unprocessed plant products for export. See Figure
3-5-2 on page 3-5-7 for an example. This certificate follows the format of the
international model established by the International Plant Protection
Convention (IPPC), and is used to document the phytosanitary condition of
exported commodities.
Purpose
The purpose of PPQ Form 577 is to certify to the National Plant Protection
Organization (NPPO) of the importing country that the domestic plants or plant
products meet that country’s phytosanitary requirements. ACOs certify that
based on inspection, the domestic commodity conforms with the current
phytosanitary requirements of the importing country.
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General Procedures: Completing PPQ Forms 577 and 579
PPQ Form 577, Phytosanitary Certificate
Example
FORM APPROVED
OMB NO. 0579-0052
No phytosanitary certificate can be issued until an application is completed (7 CFR 353)
UNITED STATES DEPARTMENT OF AGRICULTURE
FOR OFFICIAL USE ONLY
ANIMAL AND PLANT HEALTH INSPECTION SERVICE
PLACE OF ISSUE
PLANT PROTECTION AND QUARANTINE
PHYTOSANITARY CERTIFICATE
SAMPLE
NO.
TO: THE PLANT PROTECTION ORGANIZATION(S) OF
SAMPLE
FPC XXXXXXX
DATE INSPECTED
CERTIFICATION
This is to certify that the plants, plant product or other regulated articles described herein have been inspected and/or tested according to appropriate official
procedures and are considered to be free from the quarantine pests, specified by the importing contracting party and to conform with the current phytosanitary
requirements of the importing contracting party including those for regulated non-quarantine pests.
DISINFESTATION AND/OR DISINFECTION TREATMENT
1. DATE
2. TREATMENT
3. CHEMICAL (active ingredient)
4. DURATION AND TEMPERATURE
5. CONCENTRATION
6. ADDITIONAL INFORMATION
DESCRIPTION OF THE CONSIGNMENT
7. NAME AND ADDRESS OF EXPORTER
8. DECLARED NAME AND ADDRESS OF THE CONSIGNEE
SAMPLE
SAMPLE
9. NAME OF PRODUCE AND QUANTITY DECLARED
10. BOTANICAL NAME OF PLANTS
SAMPLE
SAMPLE
11. NUMBER AND DESCRIPTION OF PACKAGES
12. DISTINGUISHING MARKS
SAMPLE
SAMPLE
13. PLACE OF ORIGIN
14. DECLARED MEANS OF CONVEYANCE
SAMPLE
SAMPLE
15. DECLARED POINT OF ENTRY
WARNING: Any alteration, forgery, or unauthorized use of this phytosanitary certificate is subject to civil penalties of up to $250,000 (7 U.S.C. Section 7734(b))
or punishable by a fine of not more than $10,000, or imprisonment of not more than 5 years, or both (18 U.S.C. Section 1001).
ADDITIONAL DECLARATION
SAMPLE
SAMPLE
Page 1 of 1
16. DATE ISSUED
17. NAME OF AUTHORIZED OFFICER (Type or Print)
18. SIGNATURE OF AUTHORIZED OFFICER
No liability shall attach to the United States Department of Agriculture or to any officer or representative of the Department with respect to this
certificate.
PPQ Form 577
FEB 2001
Previous editions are obsolete after 6/30/01
Figure 3-5-2 Example of PPQ Form 577, Phytosanitary Certificate (blank)
03/2014-18
Export Program Manual
3-5-7
General Procedures: Completing PPQ Forms 577 and 579
PPQ Form 577, Phytosanitary Certificate
Processing an Application in PCIT
Refer to the Quick Reference Guide to process an application in PCIT.
Completing Multi-part Paper PPQ Form 577
Table 3-5-1 Instructions to Complete PPQ Form 577
Block
Instructions
TO: THE PLANT
PROTECTION
ORGANIZATION(S)
OF
Enter the approved country name used in the PExD summary for
entry on 4-part paper certificates. The correct approved country
name is populated automatically by PCIT when processing a phytosanitary certificate. The approved name of the country found in
the PExD summary drop down list is based on ISO Standard 31662. Add any transiting countries only when required by the export
summary in PExD or official communication by placing each country
within parenthesis, for example, (Bolivia).
PLACE OF ISSUE
Enter the complete name of the city and state of the issuing office.
Enter only the issuing office name for each PPQ Form 577.
NO.: FPC
Do not write in this space; all PPQ 577 forms are pre-numbered.
DATE INSPECTED
Enter the date(s) the commodity was inspected.
NOTICE
Never enter dates of a field or growing season inspection or
laboratory tests.
NOTICE
• When calculating how many days have passed since the
date of inspection, count the date of inspection as day one.

• When calculating how many days have passed since the
date of inspection when a consignment has multiple dates of
inspection, the 30 day time limit begins on the first (earliest)
date of inspection.
CERTIFICATION: DO NOT WRITE in this space.
DISINFESTATION AND/OR DISINFECTION TREATMENT
Complete this section (Blocks 1-6) only if an acceptable treatment was conducted.
3-5-8
1. DATE
Enter the date(s) the commodity was treated.
2. TREATMENT
Enter description of the treatment method (e.g., fumigation, cold
treatment, dip, spray).
3. CHEMICAL
(active ingredient)
Enter the common name of the active ingredient. Trade names are
not acceptable.
4. DURATION AND
TEMPERATURE
Enter the duration of the treatment and temperature (if applicable).
5. CONCENTRATION
Enter the chemical concentration.
6. ADDITIONAL
INFORMATION
Enter information that further identifies the treatment (e.g., slurry,
dusted, sprayed).
Export Program Manual
03/2014-18
General Procedures: Completing PPQ Forms 577 and 579
PPQ Form 577, Phytosanitary Certificate
Table 3-5-1 Instructions to Complete PPQ Form 577 (continued)
Block
Instructions
DESCRIPTION OF THE CONSIGNMENT
7. NAME AND
ADDRESS OF THE
EXPORTER
Enter the complete name and U.S. address of the exporter.
8. DECLARED
NAME AND
ADDRESS OF THE
CONSIGNEE
Enter only one complete name and address of the person or company taking delivery of the commodity. This block must include a
name, city, and approved country name.
9. NAME OF PRODUCE AND QUANTITY DECLARED
Enter the common name and quantity of the commodity. For seed
for consumption, enter the specific grain; for seeds for planting,
enter seeds.
10. BOTANICAL
NAME OF PLANTS
Enter the scientific name including genus and specific epithet (species classification). Botanical names are mandatory for all commodities.
11. NUMBER AND
DESCRIPTION OF
PACKAGES
Enter the number and type of shipping containers (e.g., 50 wooden
crates, 150 cardboard boxes, 500 burlap bags, 10 containers, and
“bulk” for bulk shipments).
12. DISTINGUISHING MARKS
Enter the markings as they appear on the containers, cartons, bags,
etc. If there are no distinguishing marks, enter “NONE”.
13. PLACE OF ORIGIN
Enter where the commodity was grown by state, county, or as otherwise required in the country summary.
14. DECLARED
MEANS OF CONVEYANCE
Enter the specific name of the conveyance, if known. If unknown,
enter airfreight, ocean vessel, railroad, truck line, air mail, surface
mail, or express mail, etc.
15.DECLARED
POINT OF ENTRY
This should be the first point of arrival in the country of destination,
or if not known, the country name. If the consignment transits
through another country, you may need to record this only if the
country of transit has specific requirements for transiting consignments in PExD or if you have official communication from the
NPPO. Note in brackets [ ] the entry point of the country of transit, or
if not known, the country name. The point of entry is declared by the
exporter at the time of issuance of the phytosanitary certificate.
When the summary in PExD specifies that a point of entry must be
listed in its phytosanitary import requirements, then one of the specific points of entry must be declared and the consignment should
enter through that point.
WARNING: This warning alerts all parties that any alteration, forgery, or unauthorized use of
PPQ Form 577 is subject to civil penalties or punishable by a fine or imprisonment.
03/2014-18
ADDITIONAL DECLARATION (AD)
All ADs and additional official phytosanitary information must follow
PPQ policy as listed in the Policy section for Additional Declarations
(ADs) and Additional Official Phytosanitary Information on page
2-1-3 in this manual.
16. DATE ISSUED
Enter the date certificate was signed. Do not pre or post date.
17. NAME OF
AUTHORIZED OFFICER (Type or Print)
Enter the name of the ACO that will sign the form.
18. SIGNATURE OF
AUTHORIZED OFFICER
Sign the form. The signature must match the name entered in Block
17.
Export Program Manual
3-5-9
General Procedures: Completing PPQ Forms 577 and 579
PPQ Form 579, Phytosanitary Certificate for Reexport
PPQ Form 579, Phytosanitary Certificate for Reexport
PPQ Form 579, Phytosanitary Certificate for Reexport, is an accountable
certificate used to certify unprocessed foreign plants and plant products as well
as blended commodities of U.S. and foreign origin for reexport. See Figure
3-5-3 on page 3-5-14 for an example of a blank PPQ Form 579.
Purpose
The purpose of PPQ Form 579 is to certify to the NPPO of the importing
country that the foreign origin plants or plant products meet its phytosanitary
requirements. ACOs certify that, based on an original foreign export certificate
and/or additional inspections or tests that the foreign commodity:
Has been safeguarded against the risk of infestation or infection while in
the U.S.
Conforms to the current phytosanitary requirements of the importing
country
3-5-10
Export Program Manual
03/2014-18
General Procedures: Completing PPQ Forms 577 and 579
PPQ Form 579, Phytosanitary Certificate for Reexport
Example
FORM APPROVED
OMB NO. 0579-0052
No phytosanitary certificate can be issued until an application is completed (7 CFR 353)
UNITED STATES DEPARTMENT OF AGRICULTURE
ANIMAL AND PLANT HEALTH INSPECTION SERVICE
PLANT PROTECTION AND QUARANTINE
FOR OFFICIAL USE ONLY
PLACE OF ISSUE
PHYTOSANITARY CERTIFICATE
FOR REEXPORT
SAMPLE
TO: THE PLANT PROTECTION ORGANIZATION(S) OF
NO.
SAMPLE
FPC XXXXXXX
-R
CERTIFICATION
This is to certify that the plants or plant products described below were imported into the United States from (Country of origin) ----------------------------- covered by Phytosanitary
Certificate --------------------original
certified true copy of which is attached to this certificate. That they are
packed
repacked
in original
in new containers,
that based on the
original Phytosanitary Certificate
and additional inspection, they are considered to conform with the current phytosanitary regulations of the importing
country, and that during storage in the United States, the consignment has not been subjected to the risk of infestation or infection.
DISINFESTATION AND/OR DISINFECTION TREATMENT
1. DATE
2. TREATMENT
SAMPLE
3. CHEMICAL (active ingredient)
4. DURATION AND TEMPERATURE
5. CONCENTRATION
6. ADDITIONAL INFORMATION
DESCRIPTION OF THE CONSIGNMENT
7. NAME AND ADDRESS OF EXPORTER
8. DECLARED NAME AND ADDRESS OF THE CONSIGNEE
SAMPLE
SAMPLE
9. NAME OF PRODUCE AND QUANTITY DECLARED
10. BOTANICAL NAME OF PLANTS
SAMPLE
SAMPLE
11. NUMBER AND DESCRIPTION OF PACKAGES
12. DISTINGUISHING MARKS
SAMPLE
SAMPLE
13. PLACE OF ORIGIN
14. DECLARED MEANS OF CONVEYANCE
SAMPLE
SAMPLE
15. DECLARED POINT OF ENTRY
WARNING: Any alteration, forgery, or unauthorized use of this phytosanitary certificate is subject to civil penalties of up to $250,000 (7 U.S.C. Section 7734(b))
or punishable by a fine of not more than $10,000, or imprisonment of not more than 5 years, or both (18 U.S.C. Section 1001).
ADDITIONAL DECLARATION
SAMPLE
SAMPLE
Page 1 of 1
16. DATE ISSUED
17. NAME OF AUTHORIZED OFFICER (Type or Print)
18. SIGNATURE OF AUTHORIZED OFFICER
No liability shall attach to the United States Department of Agriculture or to any officer or representative of the Department with respect to this
certificate.
PPQ Form 579
FEB 2001
Previous editions are obsolete after 6/30/01
Figure 3-5-3 Example of PPQ Form 579, Phytosanitary Certificate for Reexport (blank)
03/2014-18
Export Program Manual
3-5-11
General Procedures: Completing PPQ Forms 577 and 579
PPQ Form 579, Phytosanitary Certificate for Reexport
Processing an Application in PCIT
Refer to the Quick Reference Guide to process an application in PCIT.
Completing Multi-part Paper PPQ Form 579
Table 3-5-2 Instructions to Complete PPQ Form 579
Block
Instructions
TO: THE PLANT
PROTECTION
ORGANIZATION(S)
OF
Enter the approved country name used in the PExD summary for
entry on 4-part paper certificates. The correct approved country
name is populated automatically by PCIT when processing a phytosanitary certificate. The approved name of the country found in
the PExD summary drop down list is based on ISO Standard 31662. Add any transiting countries only when required by the export
summary in PExD or official communication by placing each country
within parenthesis, for example, (Bolivia).
PLACE OF ISSUE
Enter the complete name of the city and state of the issuing office.
CERTIFICATION
Enter the name of the country (ies) from which the commodity originated. Enter the number of the foreign export certificate, if available,
and check whether the certificate is an original or certified true copy.
Check whether the commodity is packed in the original containers
or was repacked into new containers. Check whether the conformance with the current phytosanitary requirements of the importing
country is based on the foreign export certificate.
DISINFESTATION AND/OR DISINFECTION TREATMENT
Complete this section (Blocks 1-6) only if an acceptable treatment was conducted.
1. DATE
Enter the date(s) the commodity was treated.
2. TREATMENT
Enter description of the treatment (e.g., fumigation, cold treatment,
dip, spray).
3. CHEMICAL
(active ingredient)
Enter the common name of the active ingredient. Do not use trade
names.
4. DURATION AND
TEMPERATURE
Enter the duration of the treatment and temperature (if applicable).
5. CONCENTRATION
Enter the concentration of chemicals.
6. ADDITIONAL
INFORMATION
Enter information that further identifies the treatment (e.g., slurry,
dusted, sprayed).
DESCRIPTION OF THE CONSIGNMENT
3-5-12
7. NAME AND
ADDRESS OF THE
EXPORTER
Enter only one complete name and U.S. address of the exporter.
8. DECLARED
NAME AND
ADDRESS OF THE
CONSIGNEE
Enter only one complete name and address of the person or company taking delivery of the commodity. Include a name, city, and the
approved country name. The approved country name must be the
same as listed in TO: THE PLANT PROTECTION ORGANIZATION(S) OF block.
9. NAME OF PRODUCE AND QUANTITY DECLARED
Enter the common name of the commodity. For seed for consumption, enter the specific grain; for seeds for planting, enter seeds.
Export Program Manual
03/2014-18
General Procedures: Completing PPQ Forms 577 and 579
Record Keeping
Table 3-5-2 Instructions to Complete PPQ Form 579 (continued)
Block
Instructions
10. BOTANICAL
NAME OF PLANTS
Enter the scientific name including genus and specific epithet (species classification). Botanical names are mandatory for all commodities.
11. NUMBER AND
DESCRIPTION OF
PACKAGES
Enter the number and type of shipping containers (e.g., 50 wooden
crates, 150 cardboard boxes, 500 burlap bags, 10 containers, and
“bulk” for bulk shipments).
12. DISTINGUISHING MARKS
Enter the markings as they appear on the containers, cartons, bags,
etc. If there are no distinguishing marks, enter “NONE”.
13. PLACE OF ORIGIN
Enter the name of the country of origin. For blended commodities
list all countries of origin, including the U.S. if appropriate. Do not
abbreviate city, county, or state.
14. DECLARED
MEANS OF CONVEYANCE
Enter specific name of the airline, rail line, truck line or vessel, if
known. If unknown, enter airfreight, ocean vessel, railroad, truck
line, air mail, surface mail, or express mail, as appropriate.
15. DECLARED
POINT OF ENTRY
This should be the first point of arrival in the country of destination,
or if not known, the country name. If the consignment transits
through another country, you may need to record this only if the
country of transit has specific requirements for transiting consignments in PExD or if you have official communication from the
NPPO. Note in brackets [ ] the entry point of the country of transit, or
if not known, the country name. The point of entry is declared by the
exporter at the time of issuance of the phytosanitary certificate.
When the summary in PExD specifies that a point of entry must be
listed in its phytosanitary import requirements, then one of the specific points of entry must be declared and the consignment should
enter through that point.
ADDITIONAL DECLARATION (AD)
All ADs and additional official phytosanitary information must follow
PPQ policy as listed in the Policy section for Additional Declarations
(ADs) and Additional Official Phytosanitary Information on page
2-1-3 in this manual.
16. DATE ISSUED
Enter the date certificate was signed.
17. NAME OF
AUTHORIZED OFFICER (Type or Print)
Enter the name of the Authorized Certification Official that will sign
the form.
18. SIGNATURE OF
AUTHORIZED OFFICER
Sign the form. The signature must match the name entered in Block
17.
Record Keeping
PCIT Users
A certificate generated in PCIT, along with any electronic attachments, will be
archived indefinitely. If you do not use the attachment feature in PCIT, then
you must maintain the supporting documents in a paper file in the issuing
office. The issuing office does not need to send paper copies to the ECS office
unless the issuing office is not using the attachment feature in PCIT.
03/2014-18
Export Program Manual
3-5-13
General Procedures: Completing PPQ Forms 577 and 579
Distribution
Non-PCIT Users
Issuing offices must retain the multi-part paper Issuing Office Copy of export
certificates for 3 years. After 3 years, destroy these copies by incinerating or
shredding. If the certificate lists protected commodities, maintain the paper
certificates and accompanying documentation for 5 years.
File and maintain the multi-part paper issuing office copies of export
certificates and any attachments according to local procedures for storing
accountable certificates. For more information, see Record Keeping on page
2-1-16.
Distribution
PCIT Generated PPQ Forms 577 and 579
Distribute PCIT generated copies of PPQ Forms 577 and 579 as indicated in
Table 3-5-3.
Table 3-5-3 Distribution of PCIT Generated Copies of PPQ Forms 577 and 579
If the certificate is:
Then:
Shipper’s Original (white
with blue microprint background)
Generate only one original certificate for the applicant,
exporter, or broker, etc.
NOTICE
Use the PCIT security paper for only the original
certificate.
Additional copies
PRINT additional copies as needed on plain paper (additional copies on security paper are not authorized)
PPQ Form 577 Issued on Multi-part Paper Forms
Distribute copies of PPQ Form 577 as indicated in Table 3-5-4 on page 3-5-15.
3-5-14
Export Program Manual
03/2014-18
General Procedures: Completing PPQ Forms 577 and 579
Distribution
Table 3-5-4 Distribution of PPQ Form 577, Phytosanitary Certificate
If the copy is:
Then:
Part 1—Shipper’s Original (white with blue
microprint background)
1. ATTACH PPQ Form 576 if appropriate
2. GIVE the copies to the applicant
Part 2—Shipper’s Copy
(pink)
Part 3—Record Copy
(yellow)
1. ATTACH any pertinent information for that specific shipment1
2. SEND the record copy to your supervisor, ECS, or State Plant
Health Director (SPHD) (to whom and when to send record
copies is established by the ECS and SPHD. A rule-of-thumb
is gather and send forward copies of issued certificates on a
weekly basis)
Part 4—Issuing Office
Copy (blue)
1. ATTACH any pertinent information for that specific shipment1
2. RECORD issuance on the Export Certification Record (see
User Fees on page 3-7-1)
3. FILE at the issuing office
1
Such as a copy of an IP, translations, application with inspection results, acceptable inspection certificate, State export certificate, treatment information, PPQ 576 Attachment.
PPQ Form 579 Issued on Multi-part Paper Forms
Distribute copies of PPQ Form 579 as indicated in Table 3-5-5.
Table 3-5-5 Distribution of PPQ Form 579, Phytosanitary Certificate for
Reexport
If the copy is:
Then:
Part 1—Shipper’s Original (white w/blue microprint background)
1. ATTACH the original or certified true copy of the foreign export
certificate, if available
2. ATTACH PPQ Form 576, if appropriate
3. GIVE copies to the applicant, shipper, or broker
Part 2—Shippers’ Copy
(white)
Part 3—Record Copy
(white)
1. ATTACH any pertinent information for that specific shipment1
2. SEND the record copy to your supervisor, Export Certification
Specialist (ECS), or State Plant Health Director (SPHD) (to
whom and when to send record copies is established by the
ECS and SPHD; a rule-of-thumb is gather and send forward
copies of issued certificates on a weekly basis)
Part 4—Issuing Office
Copy (white)
1. ATTACH any pertinent information for that specific shipment1
2. RECORD issuance on the Export Certification Record (see
User Fees on page 3-7-1)1
3. FILE at the issuing office
1
03/2014-18
Such as a copy of an IP, translations, application with inspection results, acceptable inspection certificate, State export certificate, treatment information, PPQ 576 Attachment.
Export Program Manual
3-5-15
General Procedures: Completing PPQ Forms 577 and 579
Replacing PPQ Forms 577 and 579
Replacing PPQ Forms 577 and 579
The term “replace” refers to issuing new PPQ Form(s) 577 or 579 to substitute
for a previously issued certificate.
Replaced certificates are based on the same inspection date(s) and results of the
original certificates. If a new inspection is required the certificate needs to be
issued according to Table 3-5-6 on page 3-5-16 or Table 3-5-7 on page 3-5-17.
The date of issuance must always be the actual date the ACO signs the
certificate. When replacing a certificate, review the time limits for the country to
ensure the original PPQ Form(s) 577 or 579 was issued according to the country’s
time limits. If the replacement occurs outside of the country’s time limit, include
an AD referring to the original certificate and the original date of issuance.
Refer to Table Table 3-5-6 on page 3-5-16 or Table 3-5-7 on page 3-5-17 to
help decide whether to replace PPQ Form 577 or 579.
Table 3-5-6 Decide Whether to Replace a PCIT issued PPQ Form 577 or 579 Based on Original
Issuance
If the original
PPQ Form
577 or 579 is:
Surrendered to
the ACO
And:
The consignment is
reinspected
The consignment is
not reinspected
Not surrendered
And the
replacement
date is:
Then:
ISSUE a new PPQ Form 577 or 579 at any duty station1 based on
the new inspection
Within 30
days of
inspection or
specific country requirements
REPLACE the original PPQ Form 577 or 579 at any duty station, with
no AD referencing the replacement
Not within 30
days of
inspection or
specific country requirements2
REPLACE the original PPQ Form 577 or 579 at any duty station, with
an AD “This certificate replaces Phytosanitary certificate (or Phytosanitary certificate for reexport) [number], issued on [date], at [issuing office], because [reason for issuing new PPQ Form 577 or 579].”
The document was
already
mailed
REPLACE the PPQ Form 577 or 579 with an AD “This certificate
replaces Phytosanitary certificate (or Phytosanitary certificate for
reexport) [number], issued on [date], at [issuing office], because [reason for issuing new PPQ Form 577 or 579].”
The document was
lost
REPLACE the PPQ Form 577 or 579 with an AD “This certificate
replaces the applicant’s lost original of Phytosanitary certificate (or
Phytosanitary certificate for reexport) [number], issued on [date], at
[issuing office].”
1
ACOs may have to contact the originating office for supporting documents if the documents are not attached within PCIT.
2
The original export certificate was issued according to PPQ policy concerning time limits.
3-5-16
Export Program Manual
03/2014-18
General Procedures: Completing PPQ Forms 577 and 579
Replacing PPQ Forms 577 and 579
Table 3-5-7 Decide Whether to Replace a Non PCIT, 4–part PPQ Form 577 or 579 Based on Original
Issuance
If the original
PPQ Form
577 or 579 is:
Surrendered to
the ACO
And:
The consignment is
reinspected
The consignment is
not reinspected
Not surrendered
And the
replacement
date is:
Then:
1. VOID the original PPQ Form 577 or 579 (refer to Record Keeping
on page 3-5-13)
2. RETURN all voided certificates (including those ruined while typing or preparing) to the issuing office
3. ISSUE a new PPQ Form 577 (Table 3-5-1 on page 3-5-8) or 579
(Table 3-5-2 on page 3-5-12) at any duty station1 based on the
new inspection
Within 30
days of
inspection or
specific country requirements
1. VOID the original PPQ Form 577 or 579 (refer to Record Keeping
on page 3-5-13)
2. RETURN all voided certificates (including those ruined while typing or preparing) to the issuing office
3. CHANGE the appropriate entries
4. REPLACE the PPQ Form 577 or 579 at any duty station,1 with no
AD referencing the replacement
5. ATTACH the original or a copy (if the original is returned to the
originating office) to the file copy of the new PPQ Form 577 or
579
Not within 30
days of
inspection or
specific country requirements2
1. VOID the original PPQ Form 577 or 579 (refer to Record Keeping
on page 3-5-13)
2. RETURN all voided certificates (including those ruined while typing or preparing) to the issuing office
3. CHANGE the appropriate entries
4. REPLACE the PPQ Form 577 or 579 at any duty station,1 with an
AD “This certificate replaces phytosanitary certificate (or phytosanitary certificate for reexport) [number], issued on [date], at
[issuing office], because [reason for issuing new PPQ Form 577
or 579].”
5. ATTACH the original or a copy (if the original is returned to the
originating office) to the file copy of the new PPQ Form 577 or
579
The document was
already
mailed
1. CHANGE the appropriate entries
2. REPLACE the PPQ Form 577 or 579 at the originating duty station only, with an AD “This certificatezreplaces phytosanitary certificate (or phytosanitary certificate for reexport) [number], issued
on [date], at [issuing office], because [reason for issuing new
PPQ Form 577 or 579].”
The document was
lost
1. CHANGE the appropriate entries
2. REPLACE the PPQ Form 577 or 579 at the originating duty station only, with an AD “This certificate replaces the applicant’s lost
original of phytosanitary certificate (or phytosanitary certificate for
reexport) [number], issued on [date], at [issuing office].”
1
ACOs may have to contact the originating office for supporting documents.
2
The original export certificate was issued according to PPQ policy concerning time limits.
03/2014-18
Export Program Manual
3-5-17
General Procedures: Completing PPQ Forms 577 and 579
Replacing PPQ Forms 577 and 579
3-5-18
Export Program Manual
03/2014-18
Chapter
3
General Procedures
Completing PPQ Form 578
Contents
Introduction 3-6-1
Purpose 3-6-1
Guidelines for Completing PPQ Form 578
Completion 3-6-3
Example 3-6-4
Continuation Sheets 3-6-5
Keeping Records 3-6-5
Distribution 3-6-6
3-6-2
Introduction
PPQ Form 578, Export Certificate, Processed Plant Products, is an accountable
certificate used to certify processed plant commodities. See Figure 3-6-1 on
page 3-6-4 for an example of a blank PPQ Form 578.
Purpose
The purpose of PPQ Form 578 is to assist U.S. applicants whose shipments
may be placed in jeopardy if such a document is not issued. PPQ Form 578
was created by PPQ to fill a void where no other government certification
existed.
NOTICE
PPQ Form 578 may only be issued for those processed products listed in the
Phytosanitary Export Database (PExD).
03/2014-18
Export Program Manual
3-6-1
General Procedures: Completing PPQ Form 578
Guidelines for Completing PPQ Form 578
Guidelines for Completing PPQ Form 578
Prepare all export certificates in English.
List only U.S. addresses in the NAME AND ADDRESS OF THE
EXPORTER block. Affiliated island addresses are acceptable.
Type or handwrite export certificates (if handwritten, do so only in all
upper case or capital letters)
Spell out dates in the month/day/year format (example: July 17, 2015).
Do not correct errors or add extraneous marks (i.e. tick marks, check
marks, etc.) on an export certificate. Never use correction fluid or
correction tape. If an ACO makes an error, the ACO must complete a
new certificate.
Never abbreviate the following: Calendar months, city names, State
names, country names, or any other entry unless it is part of a business
name (example: A.B.C. Distributing Incorporated).
Never enter a grade, intended use, a commercial term, or a trade name.
Never enter phone or facsimile numbers.
Never enter statements such as “In-care-of”, (c/o), “Attention to”, “Agent
for”, or “Notify”.
Never enter titles to signatures or names.
Check the export summary to see if the declared point of entry is
authorized; if the point of entry is not authorized, warn the exporter that
the shipment may be delayed or refused entry.
Each PPQ Form 578 can only be prepared by the issuing office
accountable for that certificate.
Additional declarations (ADs) are prohibited on PPQ Form 578.
Treatments cannot be certified on PPQ Form 578.
PPQ Form 576, Attachment Sheet for PPQ Form 577 or PPQ Form 579
may not be used for PPQ Form 578.
PPQ Form 578 may be replaced if lost, etc., without any Additional
Declaration.
Never enter a variety unless it is required in PExD or is listed in an IP and
all the conditions can be met.
3-6-2
Export Program Manual
03/2014-18
General Procedures: Completing PPQ Form 578
Completion
Completion
See Table 3-6-1 for specific instructions, techniques, and examples about how
to complete PPQ Form 578.
Table 3-6-1 Instructions to Complete PPQ Form 578, Export Certificate,
Processed Plant Products
If the block is:
Then follow these instructions to complete PPQ Form 578:
PLACE
ENTER the complete name of the city and State of the issuing office.
DATE
ENTER the date when the certificate is prepared by an Authorized Certification Official (ACO).
NUMBER
DO NOT WRITE in this space; all PPQ Forms 578 are pre numbered.
NAME AND
ADDRESS OF
EXPORTER
ENTER the complete name and U.S. address of the applicant.
NAME AND
ADDRESS OF
CONSIGNEE
ENTER the complete name and address of the consignee.
MEANS OF
CONVEYANCE
ENTER the specific name of the conveyance, if known. If unknown, enter
airfreight, ocean vessel, railroad, truck line, air mail, etc.
POINT OF
ENTRY
This should be the first point of arrival in the country of destination, or if
not known, the country name. If the consignment transits through another
country, you may need to record this only if the country of transit has specific requirements for transiting consignments in PExD or if you have official communication from the NPPO. Note in brackets [ ] the entry point of
the country of transit, or if not known, the country name. The point of
entry is declared by the exporter at the time of issuance of the phytosanitary certificate. When the summary in PExD specifies that a point of entry
must be listed in its phytosanitary import requirements, then one of the
specific points of entry must be declared and the consignment should
enter through that point.
DESCRIPTION OF CONSIGNMENT
ENTER the name of the processed product exactly as it appears in the
list in PExD; do not add scientific names. Enter the amount and description of the shipping containers as declared by the applicant (e.g., 11
wooden crates, 123 cardboard cartons, 5 burlap bags, or if in bulk enter
"in bulk.")
PRODUCT
(Kind, Quan-
tity, and
Weight)
IDENTIFICATION
ENTER the markings as declared by the applicant. If there are no distinguishing marks, enter “NONE.”
ORIGIN
ENTER the origin as declared by the applicant, specifying the states or
countries.
WARNING
This warning alerts all parties that any alteration, forgery, or unauthorized use of export certificates is subject to civil penalties or punishable by a fine or imprisonment.
AUTHORIZATION
03/2014-18
NAME OF
AUTHORIZED
OFFICER
TYPE or PRINT the name of the ACO who will sign the certificate.
SIGNATURE
SIGN your name. The signature must match the name entered in NAME
OF AUTHORIZED OFFICER above.
Export Program Manual
3-6-3
General Procedures: Completing PPQ Form 578
Completion
Example
According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless it displays a valid 0MB control
number. The valid OMB control number for this information collection is 0579-0052. The time required to complete this information collection is estimated
to average .03 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data
needed, and completing and reviewing the collection of information.
FORM APPROVED
OMB NO. 0579-0052
FOR OFFICIAL USE ONLY
UNITED STATES DEPARTMENT OF AGRICULTURE
ANIMAL AND PLANT HEALTH INSPECTION SERVICE
PLANT PROTECTION AND QUARANTINE
PLACE:
SAMPLE
DATE:
EXPORT CERTIFICATE
P XXXXXXX
NUMBER:
PROCESSED PLANT PRODUCTS
NAME AND ADDRESS OF EXPORTER
NAME AND ADDRESS OF CONSIGNEE
SAMPLE
MEANS OF CONVEYANCE
SAMPLE
POINT OF ENTRY
DESCRIPTION OF CONSIGNMENT
PRODUCT (Kind, Quantity, and Weight)
SAMPLE
SAMPLE
IDENTIFICATION
SAMPLE
ORIGIN
WARNING: Any alteration, forgery, or unauthorized use of this certificate is subject to civil penalties of up to $250,000 (7 U.S.C. Section 7734(b)) or punishable
by a fine of not more than $10,000, or imprisonment of not more than 5 years, or both (18 U.S.C. Section 1001).
This is to affirm that, based upon inspection of submitted samples and/or by virtue of processing received, the plant products described
above are believed to be free from injurious plant pests.
NAME OF AUTHORIZED OFFICER
SAMPLE
SAMPLE
SIGNATURE
No liability shall attach to the United States Department of Agriculture or to any officer or representative of the Department with respect to
this certificate.
PPQ FORM 578
SEP 2001
Previous edition dated FEB 2001 may be used.
1 of 1
Figure 3-6-1 Example of PPQ Form 578, Export Certificate, Processed Plant Products (blank)
3-6-4
Export Program Manual
03/2014-18
General Procedures: Completing PPQ Form 578
Continuation Sheets
Continuation Sheets
When there is insufficient space on a PPQ Form 578, Export Certificate,
Processed Plant Products, do the following:
In the block of the certificate, ENTER “See attachment.”
1. List the information on a separate sheet of plain paper without letterhead,
unless required by the importing country as specified in the export
summary. Never use letterhead other than PPQ letterhead.
2. Indicate the name and number of the certificate, if applicable, and the
issuance date at the top of each continuation sheet.
3. Review the listed information for accuracy.
4. Sign each continuation sheet.
5. Include the original continuation sheet(s) with the original certificate.
Include a copy of the continuation sheet(s) with each copy of the
certificate.
Keeping Records
Issuing offices must retain the multipart paper Issuing Office Copy of export
certificates for 3 years. After 3 years, destroy these copies by incinerating or
shredding. If the certificate lists protected commodities, maintain the paper
certificates and accompanying documentation for 5 years.
File and maintain the multipart paper issuing office copies of export
certificates according to local procedures for storing accountable certificates.
03/2014-18
Export Program Manual
3-6-5
General Procedures: Completing PPQ Form 578
Distribution
Distribution
Distribute copies of PPQ Form 578 issued on multipart paper forms as
indicated in Table 3-6-2.
Table 3-6-2 Instructions to Distribute PPQ Form 578, Export Certificate,
Processed Plant Products
If the copy is:
Then:
Part 1—Shipper’s Original (white with blue
microprint background)
1. If present and applicable, ATTACH a foreign export certificate
for foreign-origin processed products
2. GIVE the original and shipper’s copy to the applicant, shipper,
or broker
Part 2—Shipper’s Copy
(white)
Part 3—Record Copy
(white)
1. ATTACH any pertinent information for that specific shipment1
2. SEND the record copy to your supervisor, Export Certification
Specialist (ECS), or State Plant Health Director (SPHD) (to
whom and when to send record copies is established by the
ECS and SPHD. A rule-of-thumb is on a weekly basis gather
and send forward copies of issued certificates)
Part 4—Issuing Office
Copy (white)
1. ATTACH any pertinent information for that specific shipment1
2. FILE at the issuing office
1
3-6-6
Such as application, foreign export certificate, continuation sheets (see Continuation Sheets
on page 3-6-5).
Export Program Manual
03/2014-18
Chapter
3
General Procedures
User Fees
Contents
Introduction 3-7-2
Federal ACOs 3-7-2
State and County ACOs 3-7-2
Important PCIT Facts 3-7-3
Guidance for Federal ACOs 3-7-4
Replacing Export Certificates 3-7-10
State and County Guidance for Collecting and Remitting Only the USDA
Administrative Fee in PCIT 3-7-11
Replacing Export Certificates 3-7-14
State and County Guidance for Collecting and Remitting State and County
Fees and the USDA Administrative Fee in PCIT 3-7-15
Replacing Export Certificates 3-7-18
Federal, State, and County Guidance for Collecting and Remitting the USDA
Administrative Fee Without PCIT 3-7-19
Guidance for State and County Officials 3-7-19
Replacing Export Certificates 3-7-21
PPQ Responsibilities 3-7-21
Certificates Issued Worksheet Instructions 3-7-23
Checks Collected Worksheet Instructions 3-7-25
Handling Refunds 3-7-26
Managing Records 3-7-28
Monthly Reports 3-7-28
11/2013-16
Export Program Manual
3-7-1
General Procedures: User Fees
Introduction
Introduction
The funding for phytosanitary certification is generated directly by user fees.
User fees for export certification of plants and plant products follows 7 CFR
354. This section provides guidance for Authorized Certification Officials
(ACOs) regarding the collection of user fees for the following export
certificates:
PPQ Form 577, Phytosanitary Certificate
PPQ Form 578, Export Certificate, Processed Plant Products
PPQ Form 579, Phytosanitary Certificate for Reexport
Federal ACOs
PCIT use is mandatory for all PPQ employees in the collection of funds for
export certificates. See Guidance for Federal ACOs on page 3-7-4.
State and County ACOs
At this time PCIT use by State and County ACOs is voluntary but highly
recommended. An applicable administrative fee applies to all export
certificates, both PCIT and multipart paper forms. State and county ACOs
should refer to their local policy for collecting user fees and the USDA
administrative fee. Refer to Table 3-7-1.
Table 3-7-1 : Administrative Fees for Export Certificates
If the export certificate is:
Then the administrative fee is:
Issued in PCIT
$6
Issued outside of PCIT
$12
For State or county locations using PCIT, PPQ has developed a mechanism to
collect the administrative fee directly from the applicant. See Step 1: Collect
the Administrative Fee on page 3-7-11.
In addition to collecting the USDA administrative fee, PPQ has also developed
the capability to collect the State and County fees associated with export
certificates. See State and County Guidance for Collecting and Remitting State
and County Fees and the USDA Administrative Fee in PCIT on page 3-7-15.
State and county locations not using PCIT must collect and remit the
administrative fee monthly to APHIS for each certificate issued. See Federal,
State, and County Guidance for Collecting and Remitting the USDA
Administrative Fee Without PCIT on page 3-7-19.
3-7-2
Export Program Manual
11/2013-16
General Procedures: User Fees
Introduction
Important PCIT Facts
The following PCIT facts apply to all users:
No fees are removed from accounts until certificates are in issued or
printed status.
PCIT will not allow PPQ Form 577 or 579 to be completed without
sufficient funds.
Applicants using PCIT may run a debit transaction report to view all
credits and debits made to their account.
If applicants are not using PCIT, then the duty station may run a debit
transaction report to view all credits and debits for each applicant.
If a company submits an application, duty stations will never need to
create a shell account.
The use of wildcard searches, when searching for organizations, can
increase the effectiveness of your search in PCIT. Entering less specific
information yields a larger result.
11/2013-16
Export Program Manual
3-7-3
General Procedures: User Fees
Guidance for Federal ACOs
Guidance for Federal ACOs
Step 1: Determine Shipment Value
The cost of an export certificate is based on whether the shipment is
commercial or noncommercial.
Commercial Shipments
Shipments with a value greater than or equal to $1250 are considered
commercial.
Non-commercial Shipments
Shipments whose value is less than $1250 are considered non-commercial.
Applicants must provide an invoice indicating that the value is less than
$1250. Furthermore, the quantity of produce declared and the number and
description of packages on the application must match those found on the
invoice. Attach a copy of the invoice in PCIT.
NOTICE
ACOs must use their professional judgment and the shipment’s accompanying documentation to establish the shipment’s value and to determine whether a shipment is
commercial or non-commercial.
Humanitarian Shipments. Shipments
that are neither for gain nor profit are
considered non-commercial regardless of the value. Applicants must provide
documentation indicating the shipment is a humanitarian shipment.
NOTICE
PCIT automatically sets the fee according to the shipment value. The ACO can override the fee on the certificate adjustment and payment screen.
Interagency Agreements. Shipments
certified under an interagency agreement
are charged the non-commercial rate. If a USDA agency or facility requests
such an arrangement, an interagency agreement must be signed before issuing
an export certificate.1
1 1To set up an interagency agreement, or to identify the agencies that have valid agreements, contact the
Agreement Services Center in Riverdale, Maryland.
3-7-4
Export Program Manual
11/2013-16
General Procedures: User Fees
Guidance for Federal ACOs
Step 2: Set User Fee for Export Certificates
Refer to Table 3-7-2.
Table 3-7-2 User Fees for Export Certificates
If the invoice value is:
Then:
Commercial (Equal to or greater than
$1,250)
1. The fee is $106
2. GO to Step 3: Collect User Fee on page 3-7-5
Noncommercial (Less than $1,250)
1. The fee is $61
2. GO to Step 3: Collect User Fee on page 3-7-5
NOTICE
• If ACOs issue export certificates on contiguous or noncontiguous ROT, PPQ must
charge the user fee for the export certificate and the overtime charges.

• PCIT collects the user fee for export certificates only. Overtime is not handled
through PCIT. Handle overtime fees according to APHIS policy.
Step 3: Collect User Fee
Applicants must pay for export certificates in U.S. funds at the time of
service
Applicants may deposit funds in PCIT to pay for export certificates.
Credit Card or eCheck
The preferred method of payment for export certificates is by the applicant
through PCIT with credit card or eCheck. If the applicant uses a credit card or
eCheck, no further action is required; see Example A.
Example A
Applicant Using eCheck or Credit Card
Company A funds their account in PCIT and submits an application. The
applicant should always select prepurchase account in this example.
To create the PPQ Form 577 or 579, the ACO must:
1. Process the submitted application.
2. Ensure the fee is correct before clicking “Issue certificate and charge fee”.
3. Complete the certificate printing process.
PCIT APHIS 94 is not required.
NOTICE
Credit cards and eChecks are accepted only when applicants use the financial management option in PCIT.
11/2013-16
Export Program Manual
3-7-5
General Procedures: User Fees
Guidance for Federal ACOs
Paper Check or Money Order
Applicants may present paper checks (cashier’s, certified, traveler’s, personal)
or money orders. ACOs must enter that payment into PCIT.
Checks and money orders must be payable to USDA-APHIS
Checks drawn on foreign banks must be marked as and payable in U.S.
dollars
Checks must have the following accounting code in the memo line:
3XPQPQ0024PQPSCRTPUBLICUSDA/0203 (only if they do not have
a PCIT Org ID)
Checks must have the Org ID listed in the memo line if they have a PCIT
account
The following information must appear on the face of personal checks:2
Complete mailing address
Driver’s license number
Phone number
The tax identification number or social security number must be kept on file in
the issuing office. The tax identification number or social security number is
not to be listed on the check or any documents that are submitted for
processing.
NOTICE
• If a check is returned by the bank for insufficient funds, do not certify additional
shipments until the outstanding balance is paid in full.

• Do not write below the memo and signature lines on a check.

• Do not write on the back of checks or money orders.

• Do not endorse checks or money orders with a stamp.
2 As required by the Debt Collection Improvement Act (DCIA); the Department of Treasury, Financial
Management Service policy directives; and Departmental, and APHIS policy directives.
3-7-6
Export Program Manual
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General Procedures: User Fees
Guidance for Federal ACOs
See the following examples for entering a paper check or money order in
PCIT:
Example B
Applicant Presents Paper Check or Money Order & Submits PCIT Application
Company B submits applications with PCIT. They give the duty station a
check for $250.00. The applicant should select “prepurchase” when submitting applications.
To handle the check in PCIT, the ACO must:
1. Click “Financial Management” and search for Company B by the organization name or Org ID number.
2. Click “Transactions” for Company B.
3. Select “Add funds to prepurchase account”on the update account menu
4. Enter the check information and click save. Company B now has $250.00
in their account.
To create the PPQ Form 577 or 579, the ACO must:
1. Process the submitted application.
2. Ensure the fee is correct before clicking “Issue certificate and charge fee”.
3. Complete the certificate printing process.
The PCIT APHIS 94 is required and must reflect $250.00 for Company B.
Example C
Applicant Presents Paper Check or Money Order Without a PCIT Organization
Company C is not using PCIT and presents a check for $500.00. The ACO
must use a shell account.
To handle the check in PCIT, the ACO must:
1. Click “Financial Management” and search for Company C by the organization name or Org ID number.
 If you find Company C, then a shell account was already created. Go to
step 2.
 If you do not find Company C, then click “Create applicant organization,” complete the information, and click save. Return to step 1.
2. Click “Transactions” for Company C.
3. Select “Add funds to prepurchase account”on the update account menu
4. Enter the check information and click save. Company C now has $500.00
in their account.
The ACO must:
1. Create an application for Company C.
2. Update applicant to Company C on the General Screen.
3. Submit the application to the duty station.
To create the PPQ Form 577 or 579 in PCIT, the ACO must:
1. Process the submitted application.
2. Ensure the fee is correct before clicking “Issue certificate and charge fee”.
3. Complete the certificate printing process.
The PCIT APHIS 94 must reflect $500 for company C.
11/2013-16
Export Program Manual
3-7-7
General Procedures: User Fees
Guidance for Federal ACOs
Collecting the User Fee for Letterhead Certification (Non Animal
Statement) in PCIT
PCIT collects the user fee for Letterhead Statements (Non Animal) even
though the document is not generated in PCIT. For guidance on the completion
of Letterhead Statements (Non Animal), see Certifying Nonanimal Products
for Export in the Special Procedures section of the Animal Product Manual.
See below for instructions on collecting the user fee for Letterhead
Certification (Non Animal Statement) in PCIT:
1. Select “Financial Management.”
2. Search for the company name. If you find the company name, go to
number 3. If you cannot find the company, do the following:
A. Click “Create Applicant Organization.” Complete the information and
click save.
B. Return to number 2 above.
3. Click “Transactions” for Company.
4. Select “Charge for a certificate issued outside of PCIT.”
5. Select the processing duty station from the drop down list.
6. Enter the issue date.
7. Select the Certificate Type, 578/LTR.
8. Enter the certificate number.
9. Select the appropriate Federal Fee.
10. Click the Save button.
NOTICE
You may use the same process for PPQ Form 577 and 579 when PCIT is down to
collect the applicable user fee.
3-7-8
Export Program Manual
11/2013-16
General Procedures: User Fees
Guidance for Federal ACOs
Step 4: Remit Paper Checks or Money Orders
PCIT will populate the “PCIT generated APHIS 94 information report” (PCIT
APHIS 94) for any paper checks or money orders manually entered into PCIT.
The PCIT APHIS 94 must be submitted in lieu of “APHIS Form 94, Record of
Public Funds Received for export certification fees.”
How to Generate and Remit PCIT APHIS 94
1. Select “View Reports”.
2. Select “APHIS 94 Record of Public Funds Received”.
3. Click submit.
4. Select the appropriate duty station.
5. Fill in the date range.
6. Click next.
7. Click generate report.
8. Print the report.
9. Review the report for accuracy.
10. Complete blocks 14 and 15.
11. Photocopy each check or money order for the work location records.
12. Attach checks and/or money orders to the PCIT APHIS 94.
13. Send (see important note below) the PCIT APHIS 94 with the checks and/
or money orders to the address printed in Block 4.
14. The ECS will keep a copy of the PCIT APHIS 94 and the associated checks
or money orders until a receipted copy is returned from the Minneapolis
Financial Services Branch (MFSB).
15. If the ECS does not receive a receipted copy within 3 weeks of submission,
notify the Minneapolis Financial Services Branch.
NOTICE
Send the collected fees every Thursday or immediately when deposit receipts total
$5000 or more.1
1
11/2013-16
http://www.fms.treas.gov/tfm/vol1/v1p6c800.txt
Export Program Manual
3-7-9
General Procedures: User Fees
Guidance for Federal ACOs
Replacing Export Certificates
User fees are applicable for export certificates that must be replaced because
of an error caused by the applicant or for changes to information about a
shipment. The fee for replacing an export certificate is $15.00. The fee remains
in effect after 2012 until new regulations are finalized.
NOTICE
PPQ does not charge user fees for export certificates that have been replaced
because of an error caused by an ACO.
NOTICE
The quantity cannot be increased when replacing an export certificate. Any increase
in quantity would necessitate an additional inspection.
If the applicant requests the original export certificate be split into multiple
certificates, or replaced more than once, set the fee for the first replacement at
$15.00. Charge all additional replacements the applicable rate specified in
Table 3-7-2 on page 3-7-5.
3-7-10
Export Program Manual
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General Procedures: User Fees
State and County Guidance for Collecting and Remitting Only the USDA Administrative Fee in PCIT
State and County Guidance for Collecting and Remitting Only the
USDA Administrative Fee in PCIT
Step 1: Collect the Administrative Fee
Applicants must pay the administrative fee for export certificates issued
by States and Counties in U.S. funds at the time of service
Applicants may deposit funds in PCIT to pay the applicable
administrative fee associated with export certificates
Credit Card or eCheck in PCIT
The preferred method of payment for the administrative fee is by the applicant
through PCIT with credit card or eCheck. If the applicant uses a credit card or
eCheck, no further action is required by the State or County. See Example D.
Example D
Applicant Using eCheck or Credit Card
Company D funds their account in PCIT and submits an application. Applicants should always select prepurchase account in this example. The ACO
must:
1. Process the submitted application.
2. Complete the certificate printing process.
PCIT APHIS 94 is not required.
NOTICE
Credit cards and eChecks are accepted only when using the financial management
option in PCIT.
Paper Check or Money Order in PCIT
Applicants may also present a paper check (cashier’s, certified, traveler’s,
personal) or money order for the administrative fee. If a State or County does
not want to accept paper checks or money orders for the administrative fee,
then refer the applicant to the closest PPQ location. Once PPQ enters the
proper check or money order in PCIT, then the money would be available at
any location using PCIT.
If a State or County elects to collect paper checks or money orders, then the
ACO must enter that payment in PCIT.
Checks and money orders must be payable to USDA-APHIS
Checks drawn on foreign banks must be marked as and payable in U.S.
dollars
11/2013-16
Export Program Manual
3-7-11
General Procedures: User Fees
State and County Guidance for Collecting and Remitting Only the USDA Administrative Fee in PCIT
Checks must have the following accounting code in the memo line:
4XPQPQ0024PQPSCRTPUBLICUSDA/0203 (only if they do not have
a PCIT Org ID)
Checks must have the Org ID listed in the memo line if they have a PCIT
account
The following information must appear on the face of personal checks:3
Complete mailing address
Driver’s license number
Phone number
The tax identification number or social security number must be kept on file in
the issuing office. The tax identification number or social security number is not
to be listed on the check or any documents that are submitted for processing.
NOTICE
• If a check is returned by the bank for insufficient funds, do not certify additional
shipments until the outstanding balance is paid in full.

• Do not write below the memo and signature lines on a check.

• Do not write on the back of checks or money orders.

• Do not endorse checks or money orders with a stamp.
See the following examples for entering a paper check or money order in
PCIT:
Example E
Applicant Using Paper Check or Money Order & Submitting PCIT Application
Company E submits applications with PCIT. They give the duty station a
check for $250.00. They should select “prepurchase” when submitting applications.
To handle the check, in PCIT, the ACO must:
1. Click “Financial Management” and search for Company E by the organization name or Org ID number.
2. Click “Transactions” for Company E.
3. Select “Add funds to prepurchase account”on the update account menu.
4. Enter the check information and click save. Company E now has $250.00
in their account.
To create the PPQ Form 577 or 579, the ACO must:
1. Process the submitted application.
2. Complete the certificate printing process.
The PCIT APHIS 94 must reflect $250.00 for Company E.
3 As required by the Debt Collection Improvement Act (DCIA); the Department of Treasury, Financial
Management Service policy directives; and Departmental, and APHIS policy directives.
3-7-12
Export Program Manual
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General Procedures: User Fees
State and County Guidance for Collecting and Remitting Only the USDA Administrative Fee in PCIT
Example F
Applicant Using Paper Check or Money Order Without a PCIT Organization
Company F is not using PCIT and hands you a check for $500.00. The ACO
must use a shell account in PCIT.
To handle the check in PCIT, the ACO must:
1. Click “Financial Management” and search for Company F by the organization name or Org ID number.
 If you find Company F, then a shell account was already created. Go to
step 2.
 If you do not find Company F, then click “Create applicant organization,” complete the information, and click save. Return to step 1.
2. Click “Transactions” for Company F.
3. Select “Add funds to prepurchase account”on the update account menu.
4. Enter the check information and click save. Company F now has $ 500.00
in their account.
To create the application in PCIT, the ACO must:
1. Create an application for Company F.
2. Update applicant to Company F on the General Screen.
3. Submit the application to the duty station.
To create the PPQ Form 577 or 579 in PCIT, the ACO must:
1. Process the submitted application.
2. Complete the certificate printing process.
The PCIT APHIS 94 must reflect $500 for company F.
Step 2: Remit the Administrative Fee
Remitting with PCIT
PCIT will populate the “PCIT generated APHIS 94 information report” (PCIT
APHIS 94) for any paper checks or money orders manually entered into PCIT.
How to Generate and Remit PCIT APHIS 94
1. Select “View Reports”.
2. Select “APHIS 94 Record of Public Funds Received”.
3. Click submit.
4. Select the appropriate duty station.
5. Fill in the date range.
6. Click next.
7. Click generate report.
8. Print the report.
9. Review the report for accuracy.
10. Complete blocks 14 and 15.
11. Photocopy each check or money order for the work location records.
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3-7-13
General Procedures: User Fees
State and County Guidance for Collecting and Remitting Only the USDA Administrative Fee in PCIT
12. Attach checks and/or money orders to the PCIT APHIS 94.
13. Send (see important note below) the PCIT APHIS 94 with the checks and/
or money orders to the address printed in Block 4.
14. The ECS will keep a copy of the PCIT APHIS 94 and the associated checks
or money orders until a receipted copy is returned from the Minneapolis
Financial Services Branch (MFSB).
15. If the ECS does not receive a receipted copy within 3 weeks of submission,
notify the Minneapolis Financial Services Branch.
NOTICE
The State or County must remit all paper checks or money orders by the end of the
following month.
Replacing Export Certificates
The administrative fee is applicable for all export certificates that must be
replaced because of an error caused by the applicant or for changes to
information about a shipment.
NOTICE
There is no administrative fee for export certificates that must be replaced because
of an error caused by an ACO.
NOTICE
The quantity cannot be increased when replacing an export certificate. Any increase
in quantity would necessitate an additional inspection.
If the applicant requests the original export certificate be split into multiple
certificates, then the applicable administrative fee applies to all certificates.
EXAMPLE
3-7-14
The applicant wants an original export certificate split into three
certificates. The administrative fee applies to the original export
certificate and all three split certificates.
Export Program Manual
11/2013-16
General Procedures: User Fees
State and County Guidance for Collecting and Remitting State and County Fees and the USDA Administrative Fee in PCIT
State and County Guidance for Collecting and Remitting State and
County Fees and the USDA Administrative Fee in PCIT
Step 1: Collect All Fees
Applicants must pay all fees (State, County, and Federal) for export
certificates in U.S. funds at the time of service
Applicants may deposit funds in PCIT to pay for export certificates
Credit Card or eCheck in PCIT
The preferred method of payment for export certificates is by the applicant
through PCIT with credit card or eCheck. If the applicant uses a credit card or
eCheck, no further action is required by the State or County. See Example G.
Example G
Applicant Using eCheck or Credit Card
Company G funds their account in PCIT and submits an application. Applicants should always select prepurchase account in this example. The ACO
must:
1.
2.
3.
4.
Process the submitted application.
On the certificate adjustment screen, click “Enter State/County Fees.”
Fill in the appropriate fields and click “Save.”
Complete the certificate printing process.
PCIT APHIS 94 is not required.
NOTICE
Credit cards and eChecks are accepted only when using the financial management
option in PCIT.
Paper Check or Money Order in PCIT
Applicants may also present paper checks (cashier’s, certified, traveler’s,
personal) or money orders for the appropriate user fees. If a State or County
does not want to accept paper checks or money orders for the administrative
fee, then refer the applicant to the closest PPQ location. Once PPQ enters the
paper check or money order in PCIT, then the money would be available at any
location using PCIT.
If a State or County elects to collect paper checks or money orders, then the
ACO must enter those forms of payment into PCIT.
Checks and money orders must be payable to USDA-APHIS
Checks drawn on foreign banks must be marked as and payable in U.S.
dollars
11/2013-16
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3-7-15
General Procedures: User Fees
State and County Guidance for Collecting and Remitting State and County Fees and the USDA Administrative Fee in PCIT
Checks must have the following accounting code in the memo line:
4XPQPQ0024PQPSCRTPUBLICUSDA/0203 (only if they do not have
a PCIT Org ID)
Checks must have the Org ID listed in the memo line if they have a PCIT
account
The following information must appear on the face of personal checks:4
Complete mailing address
Driver’s license number
Phone number
The tax identification number or social security number must be kept on file in
the issuing office. The tax identification number or social security number is
not to be listed on the check or any documents that are submitted for
processing.
NOTICE
• If a check is returned by the bank for insufficient funds, do not certify additional
shipments until the outstanding balance is paid in full.

• Do not write below the memo and signature lines on a check.

• Do not write on the back of checks or money orders.

• Do not endorse checks or money orders with a stamp.
See the following examples for entering a paper check or money order in
PCIT:
4 As required by the Debt Collection Improvement Act (DCIA); the Department of Treasury, Financial
Management Service policy directives; and Departmental, and APHIS policy directives.
3-7-16
Export Program Manual
11/2013-16
General Procedures: User Fees
State and County Guidance for Collecting and Remitting State and County Fees and the USDA Administrative Fee in PCIT
Example H
Applicant Using Paper Check or Money Order & Submitting PCIT Application
Company H submits applications with PCIT. They give the duty station a
check for $250.00. They should select “prepurchase” when submitting applications.
To handle the check, in PCIT, the ACO must:
1. Click “Financial Management” and search for Company H by the organization name or Org ID number.
2. Click “Transactions” for Company H.
3. Select “Add funds to prepurchase account” on the update account menu.
4. Enter the check information and click save. Company H now has $250.00
in their account.
To create the PPQ Form 577 or 579, the ACO must:
1.
2.
3.
4.
Process the submitted application.
On the certificate adjustment screen, click “Enter State/County Fees.”
Fill in the appropriate fields and click “Save.”
Complete the certificate printing process.
The PCIT APHIS 94 must reflect $250.00 for Company H.
Example I
Applicant Using Paper Check or Money Order Without a PCIT Organization
Company I is not using PCIT and hands you a check for $500.00. The ACO
must use a shell account.
To handle the check in PCIT, the ACO must:
1. Click “Financial Management” and search for Company I by the organization name or Org ID number.
 If you find Company I, then a shell account was already created. Go to
step 2.
 If you do not find Company I, then click “Create applicant organization,”
complete the information, and click save. Return to step 1.
2. Click “Transactions” for Company I.
3. Select “Add funds to prepurchase account”on the update account menu.
4. Enter the check information and click save. Company I now has $ 500.00
in their account.
To create the application in PCIT, the ACO must:
1. Create an application for Company I.
2. Update applicant to Company I on the General Screen.
3. Submit the application to the duty station.
To create the PPQ Form 577 or 579 in PCIT, the ACO must:
1.
2.
3.
4.
Process the submitted application.
On the certificate adjustment screen, click “Enter State/County Fees.”
Fill in the appropriate fields and click “Save.”
Complete the certificate printing process.
The PCIT APHIS 94 must reflect $500 for company I.
11/2013-16
Export Program Manual
3-7-17
General Procedures: User Fees
State and County Guidance for Collecting and Remitting State and County Fees and the USDA Administrative Fee in PCIT
Step 2: Remit All Fees Collected to USDA
Remitting with PCIT
PCIT will populate the “PCIT generated APHIS 94 information report” (PCIT
APHIS 94) for any paper checks or money orders manually entered into PCIT.
How to Generate and Remit PCIT APHIS 94
1. Select “View Reports”.
2. Select “APHIS 94 Record of Public Funds Received”.
3. Click submit.
4. Select the appropriate duty station.
5. Fill in the date range.
6. Click next.
7. Click generate report.
8. Print the report.
9. Review the report for accuracy.
10. Complete blocks 14 and 15.
11. Photocopy each check or money order for the work location records.
12. Attach checks and/or money orders to the PCIT APHIS 94.
13. Send (see important note below) the PCIT APHIS 94 with the checks and/
or money orders to the address printed in Block 4.
14. The ECS will keep a copy of the PCIT APHIS 94 and the associated checks
or money orders until a receipted copy is returned from the Minneapolis
Financial Services Branch (MFSB).
15. If the ECS does not receive a receipted copy within 3 weeks of submission,
notify the Minneapolis Financial Services Branch.
NOTICE
The State or County must remit all paper checks or money orders by the end of the
following month.
Replacing Export Certificates
The administrative fee is applicable for all export certificates that must be
replaced because of an error caused by the applicant or for changes to
information about a shipment.
NOTICE
There is no administrative fee for export certificates that must be replaced because
of an error caused by an ACO.
3-7-18
Export Program Manual
11/2013-16
General Procedures: User Fees
Federal, State, and County Guidance for Collecting and Remitting the USDA Administrative Fee Without PCIT
NOTICE
The quantity cannot be increased when replacing an export certificate. Any increase
in quantity would necessitate an additional inspection.
If the applicant requests the original export certificate be split into multiple
certificates, then the applicable administrative fee applies to all certificates.
EXAMPLE
The applicant wants an original export certificate split into three
certificates. The administrative fee applies to the original export
certificate and all three split certificates.
Federal, State, and County Guidance for Collecting and Remitting
the USDA Administrative Fee Without PCIT
Guidance for State and County Officials
The following section describes the activities necessary for collecting and
remitting the USDA Administrative Fee for States or Counties not using PCIT.
The remittance mechanism was established according to the least common
denominator and took State and County legislative concerns into consideration
as much as possible.
Since States and Counties have different rules concerning fees, a single
worksheet could not be developed for the remittance of administrative fees and
the tracking of issued certificates, so the “Checks Collected Worksheet” and
the “Certificates Issued Worksheet” were developed. State and County ACOs
should refer to their local policy regarding fee collection. The various
mechanisms may require exporters to pay for certification services in one of
the following ways:
Multiple checks (e.g. one check for the State or County and one check
made to USDA-APHIS) for each certificate issued
Multiple checks (e.g. same as above) that cover more than one certificate
and the State or County tracks the exporters balance
One check for the State or County and the State or County remits to the
USDA directly at the end of the month for all the certificates issued
11/2013-16
Export Program Manual
3-7-19
General Procedures: User Fees
Federal, State, and County Guidance for Collecting and Remitting the USDA Administrative Fee Without PCIT
Tracking the Certificates Issued
States and Counties not using PCIT must track and record all certificates
issued on a monthly basis. Prior to the administrative fee, the total number of
certificates issued by each location was all that was required. With the
administrative fee, APHIS needs additional information to determine how
much money was collected and to facilitate reconciliation. To track the total
number of certificates issued, the “Certificates Issued Worksheet” (Figure
3-7-1 on page 3-7-22) was created. ACOs must complete the worksheet for
every certificate issued.
Reporting Voided or Erroneous Certificates
Voided certificates or certificates that have errors should be tracked, recorded,
and reported to your ECS for accountability.
Collecting the Administrative Fee
When the USDA administrative fee is collected, all checks must be sent to the
U.S. Bank lock box in St. Louis for processing. The “Checks Collected
Worksheet” (Figure 3-7-2 on page 3-7-24) provides all the necessary
information for remitting checks to the USDA.
NOTICE
If an applicant carries a balance over time, the State or County should track the balance.
Use the “Checks Collected Worksheet” in Figure 3-7-2 on page 3-7-24 for
documenting the receipt and transmittal of USDA administrative fees. Refer to
Checks Collected Worksheet Instructions on page 3-7-25 to complete the
worksheet. If the State or County is collecting checks from applicants and
remits one check to USDA-APHIS at the end of the month then only one line
needs to be completed on the “Checks Collected Worksheet” listing the one
check remitted.
Remitting Information
The State or County must complete these tasks by the end of the following
month:
Make 2 copies of all checks, worksheets, and certificates
Send copies of all checks, worksheets, and certificates to the ECS
responsible for their area
Retain a copy of all checks, worksheets, and certificates on file
Submit the original checks and “Checks Collected Worksheet” to the
address located in Block 2
3-7-20
Export Program Manual
11/2013-16
General Procedures: User Fees
Federal, State, and County Guidance for Collecting and Remitting the USDA Administrative Fee Without PCIT
EXAMPLE
If a certificate is issued in July, the State or County must submit the
check, the Checks Collected Worksheet, and the Certificates Issued
Worksheet to the ECS responsible for their area by the end of August.
Replacing Export Certificates
The administrative fee is applicable for all export certificates that must be
replaced because of an error caused by the applicant or for changes to
information about a shipment.
NOTICE
There is no administrative fee for export certificates that must be replaced because
of an error caused by an ACO.
NOTICE
The quantity cannot be increased when replacing an export certificate. Any increase
in quantity would necessitate an additional inspection.
If the applicant requests the original export certificate be split into multiple
certificates, then the applicable administrative fee applies to all certificates.
EXAMPLE
The applicant wants an original export certificate split into three
certificates. The administrative fee applies to the original export
certificate and all three split certificates.
PPQ Responsibilities
Tracking Certificates
In order for USDA to accurately account for all certificates issued and the
associated administrative fees, the ECS must track the certificate numbers
provided to State and County locations.
Reconciling Information
Reconciliation of the Checks Collected Worksheet, Certificates Issued
Worksheet, and the certificates that were provided to the States and Counties
has to be done monthly.
11/2013-16
Export Program Manual
3-7-21
General Procedures: User Fees
Federal, State, and County Guidance for Collecting and Remitting the USDA Administrative Fee Without PCIT
Certificates Issued Worksheet
01. From:
03. Date
02. To: Export Certification Specialist
04. Applicant
05. Certificate Number
06. ACO Error
1.
YES
NO
2.
YES
NO
3.
YES
NO
4.
YES
NO
5.
YES
NO
6.
YES
NO
7.
YES
NO
8.
YES
NO
9.
YES
NO
10.
YES
NO
11.
YES
NO
12.
YES
NO
13.
YES
NO
14.
YES
NO
15.
YES
NO
16.
YES
NO
17.
YES
NO
18.
YES
NO
19.
YES
NO
20.
YES
NO
21.
YES
NO
22.
YES
NO
23.
YES
NO
24.
YES
NO
25.
YES
NO
26.
YES
NO
27.
YES
NO
28.
YES
NO
29.
YES
NO
30.
YES
NO
31.
YES
NO
32.
YES
NO
33.
YES
NO
34.
YES
NO
35.
YES
NO
SENT BY (SIGNATURE)
PRINTED NAME
___ of ___
TITLE
Figure 3-7-1 Certificates Issued Worksheet
3-7-22
Export Program Manual
11/2013-16
General Procedures: User Fees
Federal, State, and County Guidance for Collecting and Remitting the USDA Administrative Fee Without PCIT
Certificates Issued Worksheet Instructions
Block 1 - Enter the State or County name and address.
Block 2 - Enter the Export Certification Specialist (ECS) that is responsible for
your duty station. The address listed in this block will be used to remit the
worksheet to an ECS for verification.
Block 3 - Enter the date the export certificate was issued.
Block 4 - Enter the name of the applicant. In many cases, the applicant and
exporter are the same. Enter the name of the person who actually paid for the
certificate, not necessarily the exporter listed on the certificate.
Block 5 - Enter the export certificate number.
Block 6 - Indicate if the export certificate was issued to replace a previously
issued certificate due to an error by the certifying official.
11/2013-16
Export Program Manual
3-7-23
General Procedures: User Fees
Federal, State, and County Guidance for Collecting and Remitting the USDA Administrative Fee Without PCIT
Checks Collected Worksheet
$FFRXQW;34343436&5738%/,&86'$)URP
7R86'$$3+,6
32%R[
6W/RXLV02
Date
Applicant/ Name
Remitter Name
Check
Amount
Check #
7RWDO
0
7RWDO
$0.00
6(17%<6,*1$785(
RECEIVED
(Return copy to sender in item 3 above)
35,17('1$0(
7,7/(
$02817
5(&(,9('%< (SIGNATURE)
'$7(
7,7/(
5(63216,%/((;3257&(57,),&$7,2163(&,$/,67(&6
BBBRIBBB
Figure 3-7-2 Checks Collected Worksheet
3-7-24
Export Program Manual
11/2013-16
General Procedures: User Fees
Federal, State, and County Guidance for Collecting and Remitting the USDA Administrative Fee Without PCIT
Checks Collected Worksheet Instructions
PPQ attempted to capture all the required information through the use of one
worksheet instead of requiring State/County locations to fill out multiple
documents each month. The worksheet contains all the information needed by
PPQ to track and account for certificates issued and fees collected.
NOTICE
For States/Counties collecting individual checks covering all fees and remitting one
check to the USDA monthly, complete only line 1 on the Checks Collected Worksheet
Block 1 - Prefilled - Account Number
Block 2 - Prefilled - Address to send original checks and worksheets
Block 3 - Fill in the address of the state/county location
Block 4 - Input the date the certificate was issued
Block 5 - Input the name of the applicant organization/government entity. In
many cases, the applicant and exporter are the same. Enter the name of the
person who actually paid for the certificate, not necessarily the exporter listed
on the certificate.
Block 6 - Input the person that signed the check or money order
Block 7 - Input the check or money order number
Block 8 - Input the amount of the check collected
Block 9 - Signature of the person sending in the worksheet
Block 10 - Printed name of signer in block 9
Block 11 - Title of person
Block 12 - Name of responsible ECS
Block 13 - To be completed if the worksheet requires multiple pages
Received Block - To be completed by USDA
11/2013-16
Export Program Manual
3-7-25
General Procedures: User Fees
Handling Refunds
Handling Refunds
If an applicant requests a refund for funds in their PCIT account, arrange for a
refund from Export Services.
NOTICE
Once an export certificate has been issued and the applicant decides not to export
the commodity, the user fee is no longer refundable. Do not send any refund fee.
Use the Refund Request Worksheet shown in Figure 3-7-3 on page 3-7-27
when processing all refunds.
Once the refund has been completed, MFSB staff will notify ES that the PCIT
Account can be decreased by the refund amount.
Send the worksheet to Michael Perry by FAX (301-734-7639) or E-mail
([email protected]) requesting the refund.
3-7-26
Export Program Manual
11/2013-16
General Procedures: User Fees
Handling Refunds
Refund Request Worksheet
Attention: Michael Perry, Email: [email protected] and [email protected]
Accounting code: XPQPQ0024PQPSCRTPUBLICUSDA/0203
Date:
Note: Please attach any documentation that supports the refund
Company Information
Company or individual name:
PCIT Org ID number:
Phone number:
Contact person:
Contact email:
Address:
Reason for refund:
Payment type used to fund PCIT
(Complete only the appropriate payment type below)
1. Physical check *
Financial institution name:
Financial institution routing n u m b e r ( R T N ) :
Tax Identification Number (TIN):
Depositor account title:
Depositor account number:
Refund amount:
Accounting code: XPQPQ0024PQPSCRTPUBLICUSDA/0203
Check number:
2. Electronic check (ACH) *
Financial institution name:
Financial institution routing number (RTN):
Tax Identification Number (TIN):
Depositor account title:
Depositor account number:
Refund amount:
Pay.gov Tracking ID:
3. Credit card †
Name on card:
Amount of original charges:
Amount of refund:
Agency tracking ID:
Pay.gov tracking ID:
Transaction date:
* Allow 4-6 weeks for processing, † Allow 3-5 business days for processing
Privacy Act Statement: Collection of this information is authorized by 31 U.S.C. 3332(g), 3325(d), and 7701(c). The
information will be used by the Government to make payments by electronic funds to a vendor. This information may
also be used for income reporting and for collecting and reporting any delinquent amounts arising out of a vendor’s
relationship with the Government. Disclosure of the information by the vendor is mandatory. Failure to provide the
requested information may result in the delay or withholding of payments to the vendor.
Figure 3-7-3 Refund Request Worksheet
11/2013-16
Export Program Manual
3-7-27
General Procedures: User Fees
Managing Records
Managing Records
To maintain the credibility of the PPQ export program, an accountability
system was established to deter forgeries and to control public misuse of export
certificates.
ACOs must maintain an audit trail because the PPQ export program is one in
which money is collected and handled directly.
NOTICE
A report equivalent to PPQ Form 575 is available in PCIT and is generated at the
regional level for PPQ offices.
Monthly Reports
PCIT Work Unit
No further action is required since PCIT generates reports of all certificates
processed within PCIT.
Non-PCIT Work Unit
Work units must count and compile all PPQ Forms 577, 578, and 579
successfully issued along with all export certificates replaced due to ACO error
(no fee charged). The SPHD or designee must compile all State and county
export certificate records and record that information into Work
Accomplishment Data System (WADS) by the eighth day of the following
month.
Regional Office
Regional offices are capable of generating any report needed from PCIT. The
regional office will combine the information from PCIT along with the data
from the Non-PCIT work units WADS entries.
Annual Maintenance
Collect and maintain records and files as follows.
1. Keep a copy of the PCIT APHIS 94 used to send user fee money for export
certificates.
2. File the PCIT APHIS 94 and associated check/money order copies for 3
years. After 3 years storage at your duty station, destroy the records
according to your duty station’s policy for disposal of sensitive documents.
EXAMPLE
3-7-28
At the end of Fiscal Year 2009, you should have the records for
Fiscal Years 2006, 2007, and 2008 in storage on site. Destroy all
records for fiscal year 2006 according to your duty station’s policy for
disposal of sensitive documents.
Export Program Manual
11/2013-16
General Procedures: User Fees
Managing Records
For further reference, please see Record Keeping on page 2-1-16.
User Fee Section
USDA-APHIS-FMD, User Fee Section summarizes the information received
from the regions and provides ES with an annual summary of export
certification activities.
11/2013-16
Export Program Manual
3-7-29
General Procedures: User Fees
Managing Records
3-7-30
Export Program Manual
11/2013-16
Chapter
4
Special Procedures
Commodity • Lumber
Contents
Introduction 4-1-1
Inspection of Containerized Lumber
4-1-1
Introduction
These special procedures cover inspecting lumber. The procedures are an
acceptable basis for certification and should be adopted as a standard by all
PPQ work locations. These special procedures supplement the general
inspection guidelines detailed under Verifying Import Requirements on page
3-4-1.
Inspection of Containerized Lumber
The preferred method of certifying lumber for export is to inspect the lumber
before it is containerized. The fact that the lumber is tightly and neatly packed
in containers does not negate the inspection function.
Authorized Certification Officials (ACOs) are not to accept as the basis for
certifying containerized lumber, an applicant’s affidavit or industry
certification stating the condition of the lumber. For all shipments of
containerized lumber offered for export, ACOs must officially verify that the
lumber is free from bark and that the applicant met one of the criteria for
lumber.
If a shipment of containerized lumber is not in compliance with the
phytosanitary import requirements of the importing country, provide the reason
why certification was denied to the ACO located nearest the originating
lumber mill. That ACO is responsible for visiting the lumber mill to correct
practices that resulted in the certification denial.
03/2010-01
Export Program Manual
4-1-1
Special Procedures: Commodity • Lumber
Inspection of Containerized Lumber
The standardized inspection procedures for certifying containerized lumber are
as follows:
Concentrate on examining the exposed edges and butt ends of the lumber
If there is evidence of bark or rounded surface tissue when certifying the
lumber under the square-edged criteria, refuse to certify
If the readings are between 15 to 20% when determining the moisture
content of containerized lumber, apply the moisture meter prongs to the
butt ends of the boards and take additional readings on the boards parallel
to the grain
Inspect the containerized lumber as thoroughly as possible without
removing any bundles of lumber from the container
Use a flashlight to help examine the lumber
4-1-2
Export Program Manual
03/2010-01
Chapter
4
Special Procedures
Commodity • Cotton
Contents
Introduction 4-2-1
Issuing a PPQ Form 577 for Baled Compressed Cotton
National Cotton Compliance Agreement 4-2-3
4-2-1
Introduction
PPQ has updated the nationwide template for establishing compliance
agreements with the cotton industry. Do not change or modify the revised
version of the template listed in this section. A fillable National Cotton
Compliance Agreement is available. Authorized Certification Officials
(ACOs) should contact Mike Ward, Senior Accreditation Programs Manager,
through the communication protocol listed in Appendix A, if they have
questions or concerns regarding the national compliance agreement for the
cotton industry.
Issuing a PPQ Form 577 for Baled Compressed Cotton
Cotton warehouses may be under a compliance agreement to conduct the
phytosanitary inspection necessary to issue a PPQ Form 577. Below are
general guidelines on how to certify baled compressed cotton when the
inspection is conducted by a warehouse under compliance.
1. Receive and review PPQ 572 from exporter or designated agent. The PPQ
572 must have the name and address of the warehouse that conducted the
inspection, inspection results, and the date of the inspection.
2. Verify the warehouses listed on the PPQ 572 are currently listed on the
cotton compliance agreement database. If not in the database, contact your
Export Certification Specialist (ECS).
3. Verify that the number of inspected bales equals the number of inspected
bales to be placed on the PPQ Form 577.
4. Issue the PPQ Form 577.
5. PCIT users are not required to maintain physical copies as long as the
document is attached in PCIT. Retain all paper copies from compliant
warehouses with the multi-part paper file copy of PPQ Form 577.
03/2014-18
Export Program Manual
4-2-1
Special Procedures: Commodity • Cotton
Issuing a PPQ Form 577 for Baled Compressed Cotton
According to the Paperwork Reduction Act of 1995, an agency may not conduct or sponsor, and a person is not required to respond to, a collection of information
unless it displays a valid OMB control number. The valid OMB control numbers for this information collection are 0579-0054, 0088, 0129, 0198, 0257, 0310, 0317,
0322, 0337, 0346, 0363, and 0369. The time required to complete this information collection is estimated to average 1.25 hours per response, including the time
for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information.
81,7('67$7(6'(3$570(172)$*5,&8/785(
$1,0$/$1'3/$17+($/7+,163(&7,216(59,&(
3/$173527(&7,21$1'48$5$17,1(
1$0($1'0$,/,1*$''5(662)3(562125),50
20%$33529('
&203/,$1&($*5((0(17
/2&$7,21
5(*8/$7('$57,&/(6
Densely Packed Baled Cotton
$33/,&$%/()('(5$/48$5$17,1(6255(*8/$7,216
7 CFR 353
,:($*5((727+()2//2:,1*
(See National Cotton Compliance Agreement on pages 2-5)
This agreement expires one year from the signing date of issuance in block 10. Edits or changes to the original form of this document are
prohibited.
6,*1$785(
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Figure 4-2-1 PPQ Form 519, Compliance Agreement
4-2-2
Export Program Manual
03/2014-18
Special Procedures: Commodity • Cotton
National Cotton Compliance Agreement
National Cotton Compliance Agreement
UNITED STATES DEPARTMENT OF AGRICULTURE
ANIMAL AND PLANT HEALTH INSPECTION SERVICE
PLANT PROTECTION AND QUARANTINE PROGRAMS
NATIONAL COTTON COMPLIANCE AGREEMENT STIPULATIONS
In authorizing and participating in the treatment of uniform densely packed
baled cotton1 as a basis for the certification of regulated articles, no liability
shall be attached either to the United States Department of Agriculture, to
cooperating agencies, or to any of their employees.
The participant will handle, process, and move regulated articles in accordance
with instructions. The participant will maintain and offer for inspection such
records as may be required. The participant will carry out all additional
conditions, treatments, procedures, precautions, and sanitary measures which
may be required by the Authorized Certification Official (ACO):
1. The participant will load for export only densely packed cotton bales
requiring phytosanitary certification.
2. The participant will visually inspect each shipment using the attached
hypergeometric sampling chart (see Table 4-2-1 on page 4-2-6) to ascertain
that the bales are free from living insects, cottonseed, soil, plant material,
or other contaminants. To verify through random sampling that the bales
are densely packed. The integrity of the bale wrapping must be maintained
to prevent contamination of the cotton with soil, grease, etc.
3. The participant will load only cotton that must be stored and must be
entered into the inventory of warehouse(s) party to this agreement.
4. The participant will load only clearly marked bales that have been kept
segregated from uncompressed cotton into clean containers, box cars, or
other equipment. Marking must include, but is not limited to the
Permanent Bale Identification (PBI) tag.
5. Containers, box cars, or other equipment with less than a full load of
compliant warehouse origin cotton must be reinspected at a port of export
by Federal, State, or County ACOs if commingled with non-compliant
cotton.
1 Densely packed baled cotton is defined as a minimum compression rate of 22 pounds of lint per cubic foot
(352.4 kg of lint per cubic meter).
03/2014-18
Export Program Manual
4-2-3
Special Procedures: Commodity • Cotton
National Cotton Compliance Agreement
6. Cotton inspected at the compliant facility may only be offloaded into
another container, box cars, or other equipment with prior approval from
Federal, State or County ACOs. Offloading without prior approval will
invalidate the previous inspection.
7. The participant will maintain files of shipping documents showing the
number of bales, marks, weight and origin by State of each bale, signed and
completed PPQ Form 572 and the signature of the manager or their
authorized agent. Such files will be made available for inspection upon
request by Federal, State, or County ACOs. PCIT users are not required to
maintain physical copies as long as the document is attached in PCIT. Files
of each shipment must be maintained for three years even if participant is
no longer active in the program.
8. The participant will, after completion of the inspection and loading, send
the signed PPQ Form 572, Application for Inspection and Certification of
Domestic Plants and Plant Products for Export, to the applicant requesting
the inspection. The applicant shall contact Federal, State, or County ACOs
by submitting the completed and signed PPQ Form 572 for each shipment.
9. Federal, State, or County ACOs reserve the right to periodically inspect
operations, facilities and individual shipments of cotton shipped under this
agreement. Such inspections may occur without prior notice to the
warehouse official, but shall occur during normal duty hours.
10. Compliance agreements are non-transferable. If the participant leaves his/
her present employer or company, the compliant warehouse must notify
the local Federal, State or County ACOs within fourteen (14) days of the
occurrence in writing.
11. With the signature below, the participant undertakes the responsibility for
compliance for all conditions in the compliance agreement, and for all
persons the participant directly supervises who may be involved with the
inspection of the densely packed baled cotton.
12. The person who undertakes the responsibility for the compliance of the
warehouse will maintain a list of all trained personnel who have the
authority under this agreement to inspect and sign the inspection report. A
current and updated list of signatures will be kept on file with Federal,
State, or County ACOs.
13. Training and review of the conditions of this agreement will be conducted
annually or as conditions warrant. Such training and reviews will be
provided by Federal, State, or County ACOs to individuals who sign as a
participant to this agreement.
14. The USDA reserves the right to modify the conditions of this agreement in
order to meet any changes in phytosanitary import requirements of a
foreign country(s). USDA will contact Federal, State, or County ACOs
with the new importation requirements.
4-2-4
Export Program Manual
03/2014-18
Special Procedures: Commodity • Cotton
National Cotton Compliance Agreement
15. Verification of a facility and individual’s participation in the National
Cotton Compliance Agreement Program is required prior to issuance of a
PPQ Form 577 for which a completed and signed PPQ Form 572 has been
received. Federal, State, or County ACOs must verify the signature on the
PPQ Form 572 with the signature on file.
16. This compliance agreement may be cancelled for repeated violations of the
conditions of this agreement. Notification of each violation, major and
minor, shall be communicated to the facility and responsible individual(s)
by local Federal, State, or County ACOs in writing. All violations must be
corrected within fourteen (14) business days. Facilities receiving three (3)
major or five (5) or more minor violations in a twelve (12) month period
shall have their compliance agreement cancelled. Such cancellation shall
be made in writing and with thirty (30) business days prior notice.
Major violations include but are not limited to:
A. Certifying for export cotton other than densely packed bales
B. Receipt of notification of non-compliance from a foreign country, for
which a violation is confirmed
C. Unauthorized signature on PPQ Form 572
D. PPQ Form 572 signed at non-compliant facility or by an unauthorized
person at a compliant facility
E. Absence of marking(s) (must include, but is not limited to the
Permanent Bale Identification (PBI) identifier)
F. Failure of a facility to timely notify Federal, State, or County ACOs of
changes in personnel who sign as party to this agreement within
fourteen (14) business days
Minor violations include but are not limited to:
A. Absence of or errors in marks as described on a PPQ Form 577
B. Any loss of the integrity of the bale wrapping that leads to the
contamination of the cotton with soil, grease, etc.
C. Incomplete or inaccurate PPQ Form 572 signed by authorized
individuals party to this agreement
17. Affected facilities may reapply for participation in the National Cotton
Compliance Agreement Program after a six (6) month waiting period and
successful completion of official USDA training program.
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Special Procedures: Commodity • Cotton
National Cotton Compliance Agreement
Table 4-2-1 Hypergeometric Table for Random Sampling
4-2-6
Total number of inspectional units:
Randomly select this number of units to inspect:
1-10
Inspect all units
11-12
11
13
12
14-15
13
16-17
14
18-19
15
20-22
16
23-25
17
26-28
18
29-32
19
33-38
20
39-44
21
45-53
22
54-65
23
66-82
24
83-108
25
109-157
26
158-271
27
272-885
28
886-200,000
29
Export Program Manual
03/2014-18
Chapter
4
Special Procedures
Commodity • Grain (Federal Grain Inspection
Service (FGIS))
Contents
Introduction 4-3-1
FGIS Official Agencies 4-3-2
FGIS Inspections 4-3-2
Species that FGIS Can Inspect 4-3-4
FGIS Documentation 4-3-4
FGIS Treatments 4-3-5
Determining Eligibility For Certification 4-3-5
Completion of PPQ Forms 577 or 579 for Grain Products
Other FGIS Documents 4-3-8
Memorandum of Understanding (MOU) 4-3-9
4-3-6
Introduction
The purpose of this section is to provide clarification on certain aspects of
inspections conducted by USDA’s Federal Grain Inspection Service (FGIS), a
program area within the Grain Inspection, Packers and Stockyards
Administration (GIPSA).
Under the U.S. Grain Standards Act and the Agricultural Marketing Act of
1946, FGIS conducts official sampling and inspections of grain offered for
export. The Animal and Plant Health Inspection Service (APHIS) and FGIS
have entered into a Memorandum of Understanding (MOU) that sets forth the
policies and procedures by which GIPSA and APHIS will collaborate on the
issuance of phytosanitary certificates. PPQ Forms 577 and 579 can be issued
based upon FGIS inspection results, which will be reported on FGIS Form
921-2, Inspection Report–Insects in Grain.
NOTICE
FGIS Form 921-2 must be presented to the certifying office before issuing PPQ
Form 577 or 579. The only exception to this policy is when an ACO performs the
official inspection.
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Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))
FGIS Official Agencies
FGIS Official Agencies
In addition to FGIS inspectors, FGIS has designated private and State agencies
to perform official inspection services at domestic location and delegated some
state agencies to perform official inspection services at export port locations.
For a list of such agencies, refer to Finding a Service Provider.
FGIS Inspections
FGIS inspections, generally, only involve the detection of live weevils and
other live insects injurious to stored grain.
FGIS issues a number of different documents. However, some of these
documents do not indicate the presence of live pests when found. The only
FGIS document that will always indicate whether insects were found in a
consignment is the FGIS Form 921-2, Inspection Report–Insects in Grain. In
order to ensure that the issuance of a PPQ Form 577 or 579 is based on the
appropriate FGIS document, ES worked with the FGIS and the grain industry
to develop a standard operating procedure (SOP) for using FGIS documents as
the basis of phytosanitary certification.
The issuance of PPQ Form 577 or 579 for grain will be based on FGIS
inspection results recorded on FGIS 921-2. An original or photocopy of the
FGIS Form 921-2 is acceptable and must be kept on file with the Issuing Office
copy of the PPQ Form 577 or 579. It is the applicant’s responsibility to request
an FGIS Form 921-2 from FGIS. See Appendix F for an example of FGIS
Form 921-2, Inspection Report–Insects in Grain.
This form must be presented regardless of whether any other type of FGIS
document was obtained for the consignment. If an FGIS Form 921-2 is not
presented, a PPQ Form 577 or 579 cannot be issued without inspection by an
ACO. If the Phytosanitary Export Database (PExD) states that an FGIS
document, other than an FGIS Form 921-2, is required for issuance of a PPQ
Form 577 or 579, the FGIS Form 921-2 must still be presented.
When an importing country requires a consignment to be free of plant debris,
soil, weed seeds, etc., note the following information:
The applicant is responsible for requesting that FGIS inspect for plant
debris, soil, weed seeds, etc., as part of their official inspection activities
since FGIS, generally, only inspects for insects for phytosanitary
inspection purposes
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11/2011-13
Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))
FGIS Inspections
When there are specific requirements for specific quarantine items in
grain that must be attested to in an AD, were communicated through
official communication, or provided in a specific grain commodity
summary, ACOs must verify that the FGIS Form 921-2 indicates a
negative result for the specified quarantine items before a PPQ Form 577
or 579 can be issued.
EXAMPLE
Argentina currently requires the following additional declaration (AD)
for wheat grain: The shipment is free of Cirsium arvense.
In this case, the applicant must request that FGIS conduct an inspection for
Cirsium arvense (Canadian thistle). FGIS inspectors follow special procedures
when they must inspect for the presence of Cirsium arvense in wheat
shipments. ACOs must review the FGIS Form 921-2 issued for the
consignment to ensure it states that the consignment was found free of Cirsium
arvense. FGIS may use the common name rather than the botanical name.
FGIS routinely inspects grain samples for the presence of the following weed
seeds:
Castor beans (Ricinus communis)
Cottonseed in wheat grain to Egypt
Crotalaria seeds (Fabaceae)
Ragweed seeds (Ambrosia) for soybean shipments to Russia
NOTICE
If FGIS cannot inspect for a particular weed seed, the applicant must make arrangements for FGIS to draw an official sample for analysis by an approved laboratory.
The U.S. Grain Standards Act stipulates that all export “grain” consignments
be inspected and weighed by FGIS. FGIS defines “grain” to mean: corn,
wheat, soybeans, canola, flaxseed, sunflower seed, triticale, oats, barley, rye,
sorghum and mixed grain. Certain exceptions to mandatory inspections are
made for overland export “grain” consignments to Mexico and Canada and
when total export volume from a specific facility is less than 15,000 tons
annually.
FGIS has also established regulations governing the inspection of rice, peas,
lentils, chickpeas, beans and a number of processed commodities. Official
inspections of export consignments of these commodities are not mandatory
under FGIS regulations.
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Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))
FGIS Documentation
When FGIS inspection is not mandatory, applicants can still request that FGIS
conduct an inspection of a grain consignment and issue an FGIS Form 921-2
for phytosanitary purposes. Regardless of the situation, export consignments
must be officially inspected by FGIS or an ACO in order to obtain a
phytosanitary certificate.
Species that FGIS Can Inspect
FGIS is authorized to provide phytosanitary inspections for the commodities
(milled or not) listed in Table 4-3-1.
Table 4-3-1 Species that FGIS Can Inspect
Botanical Name
Common Name
Botanical Name
Common Name
Avena byzantina
oat
Pisum sativum
pea
Avena sativa
oat
Secale cereale
rye
Brassica napus
canola
Sorghum bicolor
sorghum
Glycine max
soybean
Triticosecale spp.
triticale
Helianthus annuus
sunflower
Triticum aestivum
wheat
Hordeum vulgare
barley
Triticum compactum
wheat
Lens culinaris
lentil
Triticum durum
wheat
Linum usitatissimum
flax
Vigna radiata
mung bean
Oryza sativa
rice
Zea mays
corn
Phaseolus spp.
bean
NOTICE
“Beans” includes any commodity designated by FGIS on an FGIS 921-2. The applicant is responsible for contacting FGIS to confirm that FGIS can inspect for a specific type of bean or commodity derived from “beans.”
NOTICE
The commodity must be produced solely from grain (only the seeds of a plant) and
one of the acceptable species (including beans) for FGIS to conduct the inspections.
A listing of FGIS service providers is available on the FGIS webpage.
FGIS Documentation
FGIS official personnel will record on FGIS Form 921-2, Inspection Report–
Insects in Grain information about detections of live insects, larvae and other
pests. The FGIS Form 921-2 should be reviewed for the presence of quarantine
insects or to determine if the shipment is deemed “infested” under FGIS
criteria. Should either situation occur, the shipment must be fumigated
according to official procedures before it can be certified.
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11/2011-13
Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))
FGIS Treatments
The remarks section of the FGIS Form 921-2 should also be examined for and
action taken to address other phytosanitary concerns that may have also been
detected during the official inspection of the shipment.
FGIS Treatments
Phytosanitary treatments listed on the FGIS Form 921-2, Inspection Report–
Insects in Grain may be included on an export certificate. Under the APHISGIPSA MOU, FGIS personnel or official personnel of agencies designated or
delegated by FGIS to perform official services can witness fumigation of grain
and processed products for phytosanitary purposes.
NOTICE
FGIS will witness fumigation of vessels, but does not require official personnel to
witness fumigation of railcars or containers. In the latter cases, the fumigator will provide a document with fumigation details.
Determining Eligibility For Certification
ACOs can determine their phytosanitary actions by using Table 4-3-2 for all
grain inspected by FGIS.
Table 4-3-2 Determine Action to Take on Grain Inspected by FGIS
If FGIS
found:
And:
And the pest is:
And the consignment:
No insects
Live insects
GO to Table 4-3-3
Fumigation
was noted
on FGIS
Form 921-2
Fumigation
was not
noted on
FGIS Form
921-2
Regulated
Non-regulated and
designated as
“infested” on the
FGIS Form 921-2
Non-regulated and
not designated as
“infested” on the
FGIS Form 921-2
11/2011-13
Then:
Export Program Manual
Was treated
Was not
treated
REFUSE to issue
PPQ Form 577 or
579
Was treated
GO to Table 4-3-3
Was not
treated
REFUSE to issue
PPQ Form 577 or
579
GO to Table 4-3-3
4-3-5
Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))
Completion of PPQ Forms 577 or 579 for Grain Products
Table 4-3-3 Determine Whether to Issue PPQ Form 577 or 579
If the consignment:
Then:
Meets all the country’s phytosanitary requirements
ISSUE PPQ Form 577 or 579
Does not meet all the country’s phytosanitary requirements
REFUSE to issue PPQ Form 577
or 579
Completion of PPQ Forms 577 or 579 for Grain Products
FGIS has the authority to provide phytosanitary inspections of grain and
processed grain products. In addition to inspecting grain (milled or not), FGIS
is authorized to provide phytosanitary inspections for the grain products listed
in Table 4-3-4 on page 4-3-7.
The commodity must be produced solely from grain (only the seeds of a plant)
AND one of the acceptable species (including beans) in order for FGIS to
conduct the inspections.
NOTICE
Never identify a commodity to a level below the species classification (e.g., variety,
cultivar) unless listed and required as such in an export summary.
Do not list or refer to any of the following:
Grades
Intended uses
Other commercial terms
Sizes
Trade names
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Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))
Completion of PPQ Forms 577 or 579 for Grain Products
Table 4-3-4 Completion of PPQ Forms 577 or 579 for Grain Products
If the block is:
Then follow these instructions to complete PPQ Form 577 or 579:
9. NAME OF PRODUCE AND QUANTITY DECLARED
Enter the common name of the commodity then the following as
appropriate (for example, “oat bran”)
 (bran)
 (brewers dried grains)
 (cakes)
 (cubes)
 (distillers dried grains)
 (dried)
 (ground)
 (feed)
 (flakes)
 (flour)
 (gluten feed)
 (gluten meal)
 (gluten pellets)
 (grits)
 (groats)
 (malted grain)
 (meal)
 (middling)
 (middling pellets)
 (pellets)
 (rolled)
10.BOTANICAL
NAME OF PLANTS
Enter only the botanical name of the commodities eligible for FGIS
inspecton:
Avena sativa, Avena byzantina, Brassica napus, Glycine max, Helianthus annuus, Hordeum vulgare, Lens culinaris, Linum usitatissimum,
Oryza sativa, Phaseolus spp.1 Pisum sativum, Secale cereale, Sorghum bicolor, Triticosecale spp., Triticum aestivum, Triticum compactum, Triticum durum, Vigna radiata, and Zea mays
1
11/2011-13
Beans include any commodity designated as “bean” by FGIS on an FGIS From 921-2.
Export Program Manual
4-3-7
Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))
Other FGIS Documents
Other FGIS Documents
There are isolated cases when, in addition to the FGIS Form 921-2, Inspection
Report–Insects in Grain, an FGIS certificate is required. PExD will state when
other FGIS certificates are required. The FGIS Form 921-2 is an inspection
report, not a certificate.
NOTICE
Except for FGIS certificates issued for beans and rice, FGIS certificates issued for
official inspections of exports will show the FGIS seal in the center of the certificate.
The seal indicates the grain was officially sampled and inspected by FGIS or an official agency working under GIPSA authority.
If PExD states that an FGIS certificate is required, use Table 4-3-5 to
determine if the FGIS certificate presented is acceptable.
Table 4-3-5 Determine if You Can Use the FGIS Certificate to Issue a PPQ Form
577 or 579
If the sample and inspection was:
Then the FGIS certificate will be:
“Official”
WHITE and can be used as the basis for issuing
PPQ Form 577 or 579
“Submitted” (not officially sampled)
PINK and cannot be used as the basis for issuing
PPQ Form 577 or 579
A “warehouse sample” (not officially
sampled)
YELLOW and cannot be used as the basis for
issuing PPQ Form 577 or 579
NOTICE
Official Grain Inspection Certificates, Official Sample - Lot Inspection, provided by
official agencies of FGIS differ from those provided by FGIS. However, an FGIS seal
must be visible in the center of the certificate.
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Export Program Manual
11/2011-13
Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))
Other FGIS Documents
Memorandum of Understanding (MOU)
Between the
Grain Inspection, Packers and Stockyards Administration (GIPSA)
and the
Animal and Plant Health Inspection Service (APHIS)
Plant Protection and Quarantine (PPQ)
Article I - Purpose
The Grain Inspection Packers and Stockyards Administration (GIPSA) and the Animal and Plant
Health Inspection Service (APHIS) have certain related objectives in the discharge of their
responsibilities associated with export shipments of U.S. grain and related products from U.S. and
Canadian ports. This document revises an Agreement dated November 05, 1981 between the Federal
Grain Inspection Service (FGIS), which is now part of GIPSA, and APHIS/Plant Protection and
Quarantine (PPQ). The original agreement was intended to improve GIPSA/APHIS collaboration,
and in turn, the efficiency of phytosanitary certification of U.S. grain exports. This document updates
the original agreement by providing updated procedures and responsibilities for the phytosanitary
inspection and certification of export grain and related products.
Article II - Background
The United States is a signatory to the International Plant Protection Convention (IPPC) of the Food
and Agriculture Organization (FAO). The IPPC develops and adopts International Standards for
Phytosanitary Measures (ISPMs) by which an importing country may require a phytosanitary
certificate for certain agricultural products. Under the IPPC, the National Plant Protection
Organization (NPPO) of the exporting country is responsible for establishing and maintaining a
national export certification system to produce valid and credible phytosanitary certificates.
APHIS/PPQ is delegated responsibility under Section 108 of the United States Department of
Agriculture’s Plant Protection Act (PPA) of 2000 to inspect plants and plant products offered for
export and to certify to the NPPO of the importing country that such products are free of plant pests in
accordance with its phytosanitary requirements.
GIPSA provides quality inspections of grains, rice, pulses, legumes, and related products and
processed by-products under the U.S. Grain Standards Act (USGSA) and Agricultural Marketing Act
(AMA), and in doing so, provides APHIS with the pest status of consignments. APHIS uses this
information to issue a phytosanitary certificates for these commodities.
(The term grain shall mean all products for which GIPSA is responsible for under the USGSA and
AMA.) GIPSA carries out its inspection responsibilities through Federal and licensed non-Federal
personnel. For the purposes of this document, the term GIPSA will be used to refer to GIPSA or its
official inspection personnel.
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Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))
Other FGIS Documents
Article III - Authorities
Title 7, Section 79(e)(1) (Inspection of Exports), of the USGSA, for official inspection personnel
employed by the Secretary, or other persons under contract with the Secretary, to officially inspect at
export port locations, all grain required or authorized to be inspected.
Section 418 (Certification for Exports), Public Law 106-224, of the PPA to inspect plants and plant
products offered for export and to certify to the NPPO of the importing country that such products are
free of plant pests in accordance with the phytosanitary requirements of foreign countries; and
Section 431(a) (Cooperation), Public Law 106-224, of the PPA to cooperate with other Federal
agencies, the government of foreign countries, international organizations or associations, States and
their political subdivisions, farmer's associations and similar organizations, and other persons to
detect, eradicate, suppress, control, and prevent or retard the spread of plant pests and diseases.
Article IV - Mutual Responsibilities & Understanding
It is mutually understood and agreed to/that:
A. APHIS/PPQ and GIPSA will maintain a working relationship with each other ensuring mutual
cooperation and understanding in executing this MOU.
B. GIPSA will charge a fee to the applicant for services related to phytosanitary inspection as
warranted.
Article V - Aphis Responsibilities
A. APHIS/PPQ will specify the specific grains GIPSA and their official service providers can
inspect for phytosanitary purposes.
B. PPQ will:
1. Provide technical pest identification training for at least two supervisors from each GIPSA
location responsible for activities under this MOU.
2. Periodically monitor the accuracy of pest identification performed by GIPSA and official
service providers; and,
3. Identify all live insects, larvae, and other pests which cannot be identified by GIPSA.
4. Provide vials, envelopes, etc., required for the submission of specimens.
C. PPQ will be the primary contact point for applicants requesting phytosanitary certification and
will provide all necessary information to enable applicants to obtain phytosanitary certification.
D. PPQ will not, except under special circumstances (e.g., analysis for plant pathogens, etc.):
1. Inspect grain at elevators or on waterborne carriers; or
2. Request official sublot or composite samples of grain.
4-3-10
Export Program Manual
11/2011-13
Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))
Other FGIS Documents
E. PPQ may ask GIPSA to furnish official samples, copies of inspection logs, official grain
inspection certificates, or other inspection information (Inspection Report - Insects in Grain,
Form FGIS 921-2) for review and will:
1. Issue a Federal Phytosanitary Certificate; or
2. Inform GIPSA and the applicant or their agent of circumstances that prevent the issuance of
a phytosanitary certificate.
PPQ will maintain the integrity of any official samples obtained from GIPSA and official service
providers and return such samples as soon as possible.
Article VI - GIPSA and Official Service Provider Responsibilities
A. General:
1. GIPSA personnel shall accept applications from applicants for phytosanitary inspections
and perform the requested service. applicants must provide GIPSA with the importing
country’s phytosanitary requirements.
2. GIPSA personnel shall, in accordance with prescribed GIPSA procedures, examine
officially drawn samples for live insects, larvae, and other pests prohibited by the country of
destination.
3. GIPSA personnel will record on Form FGIS 921-2, “Inspection Report - Insects in Grain”,
pertinent information about any detection of adult insects, larvae, or other pests.
4. GIPSA personnel will notify APHIS/PPQ of live insects or other pests that cannot be
accurately identified. Once APHIS/PPQ has been notified, the applicant shall arrange for
transportation of the pests to APHIS/PPQ for identification. Official personnel shall secure
and preserve the identity of any specimens sent to APHIS/PPQ.
5. Official personnel shall preserve the identity of these pests until such time as they are turned
over to APHIS/PPQ. When submitting pests to APHIS/PPQ for identification, the
specimens shall be identified by:
a. Name of applicant;
b. Mode of transportation and identification of carrier;
c. Kind of grain;
d. Date found;
e. Sublot number, if applicable
f. Quantity of grain represented by the sample, subsample, component sample, or sublot
sample;
g. Hold number (s), if applicable; and
h. Country of destination.
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Other FGIS Documents
6. Upon request of APHIS/PPQ, GIPSA personnel shall witness the fumigation of grain
infested with insects that are prohibited by the country of destination, in accordance with
established procedures in the GIPSA Fumigation Handbook.
7. Upon request of APHIS/PPQ, GIPSA personnel may re-inspect grain for infestation after
fumigation, in accordance with the established GIPSA procedures.
8. Upon request of APHIS/PPQ, GIPSA personnel shall witness the fumigation of grain
infested with insects prohibited by the country of destination. The fumigation procedures
shall be identical to the procedures outlined in the GIPSA Fumigation Handbook. For
purposes of phytosanitary certification, the fumigation procedure shall be witnessed even if
the grain is not considered “Infested” under the United States Grain Standards Act, or
designated as “Sample Grade” due to insect infestation for products inspected under the
Agricultural Marketing Act.
9. When grain is infested with prohibited insects and the affected shiphold(s) cannot be
fumigated because:
a. The ship does not meet the requirements for on-board fumigation as outlined in the
GIPSA Fumigation Handbook, or
b. The receiving country will not accept grain which has been fumigated.
GIPSA personnel shall, upon request of APHIS/PPQ, witness the complete removal of
the infested grain.
10. GIPSA personnel will issue FGIS 921-2 Form to reflect the phytosanitary condition of any
lot infested with insects when the affected containerized shipment cannot be fumigated.
11. GIPSA personnel will report to APHIS/PPQ any incidence of live or dead Trogoderma
granarium (khapra beetle).
12. Additional file samples for phytosanitary inspections are not required. Official file samples
may be forwarded to APHIS/PPQ if needed. GIPSA personnel shall maintain a record of all
official file samples furnished to APHIS/PPQ.
13. Upon completion of inspection, GIPSA personnel shall promptly provide the completed
Form FGIS 921-2, “Inspection Report - Insects in Grain” for the shipment directly to the
applicant for service, or mail, fax, or electronically submit a completed copy of the Form
FGIS 921-2, “Inspection Report - Insects in Grain” to the APHIS/PPQ office that will issue
the phytosanitary certificate. Upon request, a completed copy of Form FGIS 909 and/or
Form FGIS 909-2, “Official Export Grain Inspection Certificate,” or Form FGIS 917,
“Official Grain Inspection and Weighing Certificate,” or other approved official certificate
shall also be submitted.
To expedite the issuance of a phytosanitary certificate by APHIS/PPQ, GIPSA personnel
may telephone their findings to the APHIS/PPQ office that will issue the phytosanitary
inspection certificate.
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Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))
Other FGIS Documents
B. Reporting procedures for U.S. grain in Canadian ports:
When a phytosanitary inspection is completed, regardless of whether it is performed in
conjunction with an inspection for official grade, a completed copy of Form FGIS 921-2,
“Inspection Report - Insects in Grain,” shall be promptly mailed, faxed, or electronically
transmitted to the Duluth, Minnesota office of APHIS/PPQ.
Upon request, a completed copy of Form FGIS 909, “Official Export Grain Inspection
Certificate,” and a completed copy of Form FGIS 916, “Official Certificate,” shall be promptly
mailed, faxed, or electronically transmitted to:
USDA-APHIS-PPQ
515 West 1st. Street, Rm. 226
Duluth, MN 55802
Phone: 218-720-5282
Fax: 218-720-5281
Article VII - Application Procedures
C. U.S. Grain in Canadian Ports: This section applies only to phytosanitary inspection services on
U.S. grain shipped through Canadian ports including, but not limited to, Baie Comeau,
Montreal, Port Cartier, Quebec City, Sorel, and Trois Rivieres.
Applicants requesting phytosanitary inspection services should check the “other closely related
services” block on Form GIPSA 907, “Application for Inspection and Weighing Services” and
write “phytosanitary.” applicants or their agents must apply for phytosanitary inspection
services with the APHIS/PPQ field office at the following address:
USDA-APHIS-PPQ
515 West 1st. Street, Rm. 226
Duluth, MN 55802
Phone: 218-720-5282
Fax: 218-720-5281
D. Export Grain at U.S. locations: Applicants requesting phytosanitary inspection services for
grain shipped from export ports and other domestic locations in the United States shall apply
with the appropriate APHIS/PPQ office or GIPSA.
Article VIII - Statement of No Financial Obligation
Signature of this MOU does not constitute a financial obligation on the part of APHIS or GIPSA.
Each signatory party is to use and manage its own funds in carrying out the purpose of this MOU.
Transfers of funds or items of value are not authorized under this MOU.
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Other FGIS Documents
Article IX - Limitations of Commitment
This MOU and any continuation thereof shall be contingent upon the availability of funds
appropriated by the Congress of the United States. It is understood and agreed that any monies
allocated for purposes covered by this MOU shall be expended in accordance with its terms and the
manner prescribed by the fiscal regulations and/or administrative policies of the party making the
funds available. If fiscal resources are to transfer, a separate agreement must be developed by the
parties.
Article X - Congressional Restriction
Under 41 USC 22, no member of or delegate to Congress shall be admitted to any share or part of the
MOU or to any benefit to arise therefrom.
Article XI - Amendments
This MOU may be amended at any time by mutual agreement of the parties in writing.
Article XII - Termination
This MOU may be terminated by either party with sixty (60) days written notice to the other party.
Article XIII - Effective Date and Duration
This MOU will be in effect upon date of final signature and will continue for 5 years.
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Chapter
4
Special Procedures
Commodity • Seed
Contents
Sampling Seed 4-4-1
Equipment Needed to Sample Seed 4-4-1
Steps to Sample Seed 4-4-2
Safety Precautions for Sampling and Inspecting
Seed Shipments 4-4-6
4-4-6
Sampling Seed
Equipment Needed to Sample Seed
To collect the seed samples, make sure you have the equipment listed below:
Cartridge type dust mask (to avoid breathing pesticide if the seed is
treated)
Cloth (something the length of the trier to empty subsamples onto)
Container (must hold at least a quart of seed)
Knife
Marking pen
Protective gloves (to prevent skin exposure when sampling dusted seed)
Tape (to close opened containers)
Trier
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Special Procedures: Commodity • Seed
Sampling Seed
Steps to Sample Seed
Follow these steps to sample the seed:
Step 1: Determine sample size.
Refer to Table 4-4-1 as a guide.
Table 4-4-1 Amount of Seed to Collect from Each Lot1
If the seed is in:
And the seed is classified as:
Then:
Bags or bulk
Agricultural (Refer to the list of
agricultural seed in 7 CFR 361.1)
1. COLLECT 1 quart of seed
2. CONTINUE to Step 2
Vegetable (Refer to the list of
vegetable seed in 7 CFR 361.1)
1. COLLECT 1 pint of seed2
2. CONTINUE to Step 2
Other (not included in either of
the above lists)
Small packets or
hermetically sealed
containers (5
pounds or less)
1. COLLECT 1/4 pint of seed3
2. CONTINUE to Step 2
1
If two or more different agricultural or vegetable seeds are mixed in a bag or in bulk, treat as
one lot for sampling purposes.
2
If the lot consists of 5 pounds or less, collect 1/4 pint of seed.
3
When the lot of seed to be sampled is comprised of seed in small containers or individual
packets that cannot practically be sampled, submit enough of the entire unopened containers
or packets to supply a sample that meets the minimum size requirements of the classification
of that type of seed.

If the lot of seed itself is less than 1/4 pint, randomly inspect a minimum of 2% of the entire lot.
Step 2: Compute how many subsamples to draw.
Once you determine your sample size, you must then calculate how many
subsamples to draw to ensure a representative sample.
NOTICE
When sampling seed, return the excess seed to its original container after you have
completed your sampling. Never mix seed from different lots before returning your
samples. Be careful not to spill seed.
To compute how many subsamples to draw, you need to determine how the
seed is packaged:
Table 4-4-2 Computing Number of Subsamples Based on Seed Packaging
4-4-2
If the seed is in:
Then:
Bags or other non hermetically sealed containers
Compute subsample using 2.A
and Table 4-4-3 on page 4-4-3
Bulk
Compute subsample using 2.B
and Table 4-4-3 on page 4-4-3
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Sampling Seed
2.A (seed in bags or other non hermetically sealed packages): 
If the seed is packaged in bags, use Table 4-4-3 to compute how many
subsamples to draw. If the number of subsamples you draw does not provide
enough seed for an adequate sample, draw the additional seed you need.
Table 4-4-3 Determining How Many Subsamples to Draw from Seed in Bags
If the number of
bags or packages
in the shipment is:
Then draw this many
subsamples to make
your sample:
If the number of
bags or packages
in the shipment is:
Then draw this many
subsamples to make
your sample:
1 to 6
5
125 to 134
18
7 to 14
6
135 to 144
19
15 to 24
7
145 to 154
20
25 to 34
8
155 to 164
21
35 to 44
9
165 to 174
22
45 to 54
10
175 to 184
23
55 to 64
11
185 to 194
24
65 to 74
12
195 to 204
25
75 to 84
13
205 to 214
26
85 to 94
14
215 to 224
27
95 to 104
15
225 to 234
28
105 to 114
16
235 to 244
29
115 to 124
17
245 or more
30
Do not sample more than 30 bags per lot. If there are fewer than 5 bags in the
lot, you must still draw 5 subsamples.
Go to Step 3: Draw the subsample. on page 4-4-4.
2.B (bulk seed): If the seed is being shipped in bulk (unpackaged or loose),
use this calculation and the preceding table to compute how many subsamples
to draw.
a. Determine the weight of the lot.
b. Divide the weight of the lot by 100.
c. Take the result obtained by your division (consider this figure as the
“equivalent number of bags”) and go back to the previous Substep
(2.A) to determine how many subsamples to draw. Refer to the
example below.
EXAMPLE
How many subsamples would you draw from a 2,000 lb. bulk shipment of oats?
Treat the shipment as a single lot:
1. The weight of the lot is 2,000 pounds.
2. 2,000 ÷ 100 = 20 (the equivalent number of bags).
3. Twenty falls between 15 and 24 on the matrix—which directs you to draw
7 subsamples.
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Special Procedures: Commodity • Seed
Sampling Seed
d. Go to Step 3.
Step 3: Draw the subsample.
1. Check the label or invoice to learn if the seed was treated. If the seed is
brightly colored (blue, orange, or pink are common), assume it was treated
regardless of what the label says.
! CAUTION
If you know or believe the seed is treated, take these precautions:

• Avoid wiping your mouth or nose with your hands

• Use plastic gloves and a dust mask

• Wear eye protection

• Wear protective coveralls
2. Determine if the seed is coated, pelleted, or preplanted (anything that
would make it impracticable to inspect the seed or tell what it is). Do not
certify pelletized or embedded seeds unless you can inspect the seeds
before treatment and still meet the required time limits (an option would be
to inspect the non-pelletized portion of the same lot of seed and issue an
export certificate based on those results). This would not include seed that
is merely dusted or coated with ingredients such as rhizobia, dyes, or
pesticides. You can inspect treated seeds because the seeds are visible
through the chemical substance.
3. Draw your subsamples randomly. If sampling a bulk shipment, draw your
subsamples at equal intervals throughout the shipment.
4. If you’re sampling a single bag, do not make more than a single hole with
the trier; merely move the trier in different directions to collect the seed.
5. Insert the trier (with the holes down and closed) into the seed. It is better to
enter the bag near its top to prevent spillage. If the seed is too large, does
not flow freely, or the trier cannot penetrate the container, sample by hand.
6. Rotate the inner sleeve of the trier to open the holes.
7. Lightly move the trier back and forth to get the seed into the trier.
8. Rotate the inner sleeve of the trier to close the holes.
9. Remove the trier from the bag or bulk seed.
10. Close the holes in the bag made by the trier. If a burlap or cloth bag, close
the hole by moving the tip of the trier over the weave. If a paper bag, close
the hole with a pressure-sensitive label or masking tape.
11. Combine the seed in a plastic bag or other container large enough to hold
all the subsamples.
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Special Procedures: Commodity • Seed
Sampling Seed
12. Mix the seed thoroughly to blend the subsamples. Collect enough seed to
have a sufficient amount to analyze (computed in Step 1: Determine
sample size. on page 4-4-2).
13. If the seed is treated, wipe off the trier and then wash your hands, face, and
arms with soap and water.
After collecting the sample, go to Step 4.
Step 4: Inspect the sample.
If the foreign country has no specific seed testing requirements, visually
inspect the sample you have collected. Look for live pests, pathogens, plant
debris, soil, weed seeds, etc. Inspect the entire sample.
When inspecting small lots of seed, pour seeds from packets onto white or dark
colored paper (contrasting the color/type of seed). This technique is a common
way to spot contaminants. Inspect one packet at a time so others aren’t
contaminated and proper amounts are returned to packets.
Use Table 4-4-4 to determine the correct action to take. If the foreign country
has specific seed testing requirements, go to Step 5: Submit the sample. on
page 4-4-6.
Table 4-4-4 Inspecting the Sample
If you find:
And:
No evidence of live pests,
pathogens, plant debris,
soil, weed seeds, etc.
Evidence of live pests,
pathogens, plant debris,
soil, weed seeds, etc.2
Then:
ISSUE PPQ Form 577 or
5791
A method of cleaning or treating
the seed is available and acceptable to the applicant and the foreign country
1. OFFER the applicant
the option to recondition the seed
2. RE-INSPECT the
sample
No method of cleaning or treating the seed is available or
acceptable to the applicant and
the foreign country
1. REFUSE to issue PPQ
Form 577 or 579
2. EXIT this manual
1
Refer to Completing PPQ Forms 577 and 579 on page 3-5-1 for further information.
2
You may offer the applicant the option of getting contaminants and pests identified instead of
proceeding directly to cleaning or treating the seed. Refer to Table 3-4-6 on page 3-4-9 for
further information.
NOTICE
Samples from commercial lots of seed may be extremely valuable. Return all samples to the applicant, being careful to note the lot numbers so that they may be
returned to the original seed lot from which they were obtained.
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Special Procedures: Commodity • Seed
Safety Precautions for Sampling and Inspecting
Step 5: Submit the sample.
If the foreign country has specific seed testing requirements, submit the seed
sample to an accredited facility for testing. Refer to Seed Sampling and Testing
on page 2-1-11 for further information.
Safety Precautions for Sampling and Inspecting
PPQ follows safety guidelines of the Emergency Preparedness and Response,
Health and Safety Plan (HASP) located on the USDA-APHIS-PPQ website.
Seed Shipments
If possible, inspect seeds prior to treatment. Requirements for laboratory
testing must be met prior to the seeds being treated except in the following
cases:
Fungicide- or insecticide-treated corn seed (Zea mays) may be tested
using ELISA technique to detect Stewart’s bacterial wilt (Pantoea
stewartii) (=Erwinia stewartii)
Laboratory testing for Claviceps africana which must include a structural
examination at 10x or greater magnification1
Pelletized and embedded seeds cannot be certified unless the inspection is
conducted prior to treatment and time limits are met.
! WARNING
Always follow Safety Precautions for Sampling and Inspecting on page 4-4-6.
Seeds cannot be certified based only on the fact that the seeds have been
treated and/or vacuum packed. Appropriate seed sampling and inspection must
always be conducted.
1 Based on a 2004 review by the National Seed Health System, Seed Technical Working Group of the
Pataky and Block paper (Plant Disease 88: 633-640).
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Chapter
4
Special Procedures
Commodity • Seed Potatoes
Contents
Introduction 4-5-2
State National Harmonization Program MOU Template 4-5-3
Article 1 - Purpose 4-5-3
Article 2 - Authority 4-5-3
Article 3 - Definitions 4-5-3
Article 4 - Uniform Requirements for Seed Certification 4-5-4
Article 5 - Cooperator Responsibilities 4-5-4
Article 6 - APHIS Responsibilities 4-5-5
Article 7 - Statement of No Financial Obligation 4-5-5
Article 8 - Security Guidelines 4-5-5
Article 9 - Limitation of Commitment 4-5-6
Article 10 - Congressional Restriction 4-5-6
Article 11 - Review and Amendment 4-5-6
Article 12- Termination 4-5-6
Article 13 - Effective Date And Duration 4-5-6
Article 14 - Temporary Derogation 4-5-6
Export Standards for Seed Potatoes 4-5-7
Certification Basis 4-5-7
Limited Generation System 4-5-7
Planting Maintenance 4-5-7
Storage Facilities 4-5-8
Containers 4-5-8
State Authority 4-5-8
Responsibilities 4-5-8
Official State Seed Potato Certification Agency 4-5-8
Participating Growers 4-5-9
Requirements for Classes of Certified Seed Potatoes 4-5-9
Pre-Nuclear Stock Seed Potatoes 4-5-9
Nuclear Stock Seed Potatoes 4-5-9
Generation 1—U.S. Export Seed Potatoes 4-5-10
Generation 2—U.S. Export Seed Potatoes 4-5-10
Generation 3—U.S. Export Seed Potatoes 4-5-10
Generation 4—U.S. Export Seed Potatoes 4-5-11
Generation 5—U.S. Export Seed Potatoes 4-5-11
Refusal, Cancellation, and Rejection 4-5-12
Grade and Identification 4-5-12
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Special Procedures: Commodity • Seed Potatoes
Introduction
Introduction
The following sections of the XPM deal with seed potatoes. The first section
covers the State National Harmonization Program (SNHP) Memorandum of
Understanding for seed potatoes. The SNHP was put together in a cooperative
effort by APHIS, seed certification agencies, State Plant Regulatory Officials
(SPROs), the National Plant Board, and industry groups. It was finalized in
November 2006. States have been signing Memorandums of Understanding
since 2007. Colorado, Minnesota, Oregon, and Washington have met all the
requirements of the SNHP program.
One of the requirements of the SNHP Memorandums of Understanding is a
Quality Manual (QM) from each participating state. The QM has the details
about how the state plans to execute the requirements of the Memorandum of
Understanding. A QM Review Committee has been formed and is made up of
seed potato certification officials, National Plant Board members, and APHIS
representatives. The committee works with each state to finalize its QM. A site
visit is conducted to audit the state’s program prior to final approval. The
SNHP QM sets minimum requirements for interstate and export shipments of
seed potatoes.
The second section covers Export Standards for Seed Potatoes. This section
was developed several years ago and is not used often at this time. It may be
that the SNHP Memorandum of Understanding will ultimately replace the
Export Standards for Seed Potatoes; however the seed certification officials
provided updates for this section in 2005 and the industry would like to retain
this section at least until the SNHP is in full use by all states that export seed
potatoes.
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Special Procedures: Commodity • Seed Potatoes
Introduction
State National Harmonization Program MOU Template
for
Seed Potatoes
November 30, 2006
Memorandum of Understanding (MOU)
between the
{Insert Name of State or Other Entity} (Cooperator)
and the
United States Department of Agriculture (USDA)
Animal and Plant Health Inspection Service (APHIS)
Plant Protection and Quarantine (PPQ)
Article 1 - Purpose
This MOU provides for the cooperative participation between the parties to hereby establish, as a part
of a State National Harmonization Program (SNHP) for seed potatoes, (1) minimum standards set by
state authority for certification of seed potatoes in order to facilitate interstate shipment and export
and (2) cooperation in pest management.
The purpose of this MOU is to establish, as part of the SNHP for seed potatoes, harmonized standards
to control the spread of disease through state certification programs for seed potatoes. This SNHP for
seed potatoes allows for uniform minimum phytosanitary standards that may enhance uniformity and
quality in seed potatoes shipped between states; may lead to the enhanced marketing of high quality
commercial potatoes grown in the United States; and may enhance international marketing of quality
seed potatoes exported from the United States.
Article 2 - Authority
APHIS is authorized by the Plant Protection Act, Pub. L. No. 106-224, § 431, 114 Stat. 438, 451,
(2002) to cooperate with other Federal agencies, the governments of foreign countries, international
organizations or associations, states or their political subdivisions, farmer’s associations, and other
persons to detect, eradicate, suppress, control, and prevent or retard the spread of plant pests or
noxious weeds.
{Insert State Authority, if so desired}
Article 3 - Definitions
1. Seed potatoes: potato plantlets, plants, stem cuttings, microtubers, minitubers, tubercles or
tubers intended for planting.
2. Line selected hill units: tubers that have been taken from an identifiable production field and
that have been developed through a series of plant selections, grow-outs and reselections based
on plant or tuber characteristics.
3. Limited generation system: a scheme wherein eligible planting stock for each seed class is
limited by compliance with established pest tolerances and a specified number of increases in
the field.
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Special Procedures: Commodity • Seed Potatoes
Introduction
4. Regulated pest: any pest that is controlled under the seed certification system of the
cooperator.
5. Free of regulated pests: regulated pests are not present in numbers that can be detected using
appropriate sampling, inspection, and testing procedures.
6. Post harvest test: winter grow-out or laboratory testing of harvested potatoes to verify that
regulated pests meet applicable tolerances.
7. Certifying Entity: the seed certification entity in each state. This is the exclusively recognized
seed potato certifying entity for each state, as listed below:
{Insert state seed certification entity and define structure and statutory authority}.
Article 4 - Uniform Requirements for Seed Certification
The cooperating parties agree that seed potatoes may be certified by the cooperator or its designee,
under the SNHP if:
1. They are produced from:
a. tissue culture potatoes that are free of regulated pests or
b. other entry level materials such as line selected hill units or parent plants used in stem
cuttings that are free of regulated pests;
2. They are produced under a limited generation system;
3. They have undergone at least two field inspections to ensure compliance with tolerances set
forth in Annex 2 of this MOU;
4. They are subjected to post-harvest testing for recertification;
5. They are produced and stored in a cooperating state under the SNHP; and
6. Interstate shipments and exports departing from the state are inspected by the Cooperator’s
designated officials at the shipping point to verify lot identity and ensure compliance with all
applicable phytosanitary requirements.
Article 5 - Cooperator Responsibilities
A. The cooperating state with a commercial seed production industry agrees to:
1. Designate {Mr./Ms./Dr.—Insert full name} as its authorized representative who shall be
responsible for collaboratively administering the activities conducted under this MOU;
2. Recognize seed certification entities for each state participating in the SNHP;
3. Ensure that certification practices in their state conform fully to the requirements listed in
Article 4 of this MOU;
4. Require that the designated seed certifying entity maintains adequate records relating to all
aspects of the certification regime, including records to enable trace-back of the certified seed
to its field generation and parent material and to ensure lot identification;
5. Require that any testing is performed using generally recognized diagnostic methods and
protocols;
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Special Procedures: Commodity • Seed Potatoes
Introduction
6. Provide to APHIS a quality manual describing seed certification procedures, pest tolerances,
and testing methodologies, together with mechanisms for ensuring compliance. The quality
manual shall consist of the most current certified seed potato standards for each certifying
entity and a brief handbook outlining the various standards and protocols for disease testing;
7. Implement potato pest management plans and quarantine programs consistent with those listed
in Annex 1 of this MOU; and
8. Require that certified seed produced within the state and offered for interstate and export sale
meets the requirements of Article 4 of this MOU.
B. The Cooperator agrees to require that in-state growers who purchase seed from outside the state
provide or maintain adequate records verifying that such seed meets the requirements of Article 4 of
this MOU.
Article 6 - APHIS Responsibilities
APHIS agrees to:
1. Designate {Mr./Ms./Dr.—Insert full name} as its authorized representative who shall be
responsible for collaboratively administering the activities conducted under this MOU;
2. Recognize the seed certification entity that is recognized by the Cooperator to certify seed
potatoes under the SNHP if the state meets the requirements set forth in Articles 4 and 5 of this
MOU;
3. Oversee the implementation of the Federal pest management plans listed in Annex 1 of this
MOU;
4. Oversee the SNHP by reviewing records and audits performed by the Cooperator of
certification facilities, procedures, and personnel to ensure conformance with the terms of this
MOU;
5. Provide additional declaration for international export by attaching such additional declaration
to the federal phytosanitary certificate for seed potatoes from Cooperator states stating that
those seed potatoes meet the minimum standards established through the SNHP.
Article 7 - Statement of No Financial Obligation
Signature on this MOU does not constitute a financial obligation on the part of APHIS or the
Cooperator. Each signatory party is to use and manage its own funds in carrying out the purpose of
this MOU. Transfer of funds or items of value is not authorized under this MOU.
Article 8 - Security Guidelines
When connected to the USDA, APHIS network, comply with the security guidelines as outlined in
the USDA Cyber Security Manual Series 3500; including USDA Departmental Manual (DM) 3515,
“Privacy Requirements” and USDA DM 3525, “USDA Internet Use and E-Mail Security.” The
Cooperator will not download any material (i.e., pictures, movies, or music files) bearing a copyright
nor access any material defined as inappropriate in these regulations and directives.
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Introduction
Article 9 - Limitation of Commitment
This MOU and any continuation thereof shall be contingent upon the availability of funds appropriated
by the Congress of the United States. It is understood and agreed that any monies allocated for
purposes covered by this MOU shall be expended in accordance with its terms and the manner
prescribed by the fiscal regulations and/or administrative policies of the party making the funds
available. If fiscal resources are to transfer, a separate agreement must be developed by the parties.
Article 10 - Congressional Restriction
Under 41 USC 22, no member of, or delegate to, Congress shall be admitted to any share or part of
this MOU or to any benefit to arise therefrom.
Article 11 - Review and Amendment
The terms of this MOU, in particular the seed certification requirements in Article 4, the pest
management plans in Annex 1, and the pest tolerances in Annex 2, shall be subject to periodic review
and amendment. This MOU, including annexes, may be amended by mutual agreement of the
cooperating parties in writing.
Article 12- Termination
This MOU may be terminated by either party upon 30 days written notice to the other party.
Article 13 - Effective Date And Duration
This MOU will be in effect upon date of final signature and will continue for five years from the date
of signature.
If derogation for this cooperator is applicable, insert the following article, or similar language:
Article 14 - Temporary Derogation
Notwithstanding the requirements of Article 4.3 of this MOU, the tolerance for variety mix in {Insert
name of State} will be [xxx]. This derogation will be in effect for a period of {Insert number of years}
years following the date of signature.
The requirements of Article 4.6 will not apply to {Insert name of State} for a period of {Insert number
of years} years following the date of signature.
_________________________________________________________________________________
{Insert Name of Cooperator}
_________________________________________________________________________________
{Insert name and title of signatory}
Date
UNITED STATES DEPARTMENT of AGRICULTURE
ANIMAL and PLANT HEALTH INSPECTION SERVICE
PLANT PROTECTION and QUARANTINE
_________________________________________________________________________________
{Insert name and title of signatory}
Date
4-5-6
Export Program Manual
03/2010-01
Special Procedures: Commodity • Seed Potatoes
Export Standards for Seed Potatoes
Annex 1: Federal Pest Management Plans
1. Golden Nematode Management Plan
2. Potato Necrotic Virus Management Plan
Annex 2: Maximum Tolerances, Final Field Test
Leafroll
Mosaic
Total Virus
BRR
Variety Mix
1%
2%
3%
0
0.5%
Export Standards for Seed Potatoes
The export standards for seed potatoes do not take the place of official State
standards that apply to domestic seed potatoes.
When a grower requests export certification of seed potatoes, the official State
seed potato certification agency should consult PPQ’s Export Program Manual
(XPM).
Certification Basis
Export certification of seed potatoes is based solely on visually inspecting a
sample from each lot, which must meet the prescribed tolerances in these
special procedures unless otherwise provided by a higher authority.
Visually inspect seed potatoes at least twice during each planting to ensure
compliance with prescribed tolerances.
Limited Generation System
Export certification of seed potatoes is in conformance with the limited
generation system specified by these special procedures.
Planting Maintenance
Plantings must be kept in a good growing condition, and general insect and
seed pests must be kept under effective control.
When cultivating, irrigating, digging, grading, moving, using equipment, and
performing other farming practices, suitable precautions must be taken to
guard against the spread of disease and insect pests into or within plantings.
03/2010-01
Export Program Manual
4-5-7
Special Procedures: Commodity • Seed Potatoes
State Authority
Storage Facilities
Each lot of U.S. export seed potatoes must be stored so as to preclude
intermixing with any other class of certified seed potatoes.
U.S. export seed potatoes shall not be stored in the same storage facility with
potatoes found to be infected with bacterial ring rot, Clavibacter michiganensis
subsp. sepedonicus. Laboratories approved by USDA to test seed potatoes for
the pathogen Clavibacter michiganense subsp. sepedonicus for export to
Canada are listed on the APHIS Web site.
Containers
Containers used for harvesting, storing, and handling U.S. export seed potatoes
must be new or cleaned and disinfected to the satisfaction of the official State
seed potato certification agency.
Containers used for packaging and shipping U.S. export seed potatoes must be
new.
State Authority
State authority for certifying seed potatoes resides with the State agency
granted the authority by State law to carry out these regulatory functions.
Contact the Department of Agriculture of the State from which the seed
potatoes originate for the name and address of the official State agency that
possesses certification authority.
Responsibilities
PPQ and the Seed Certification Technical Committee (SCTC) will periodically
review the U.S. export standards to ensure that they keep current with
biological information and requirements of international trade. In cooperation
with SCTC and industry representatives, PPQ will affect necessary changes in
order to maintain viability and integrity of the U.S. export standards.
Official State Seed Potato Certification Agency
The official State seed potato certification agency is responsible for verifying
that the requirements of these special procedures have been met within the
limitations imposed by accepted State and industry standards.
4-5-8
Export Program Manual
03/2010-01
Special Procedures: Commodity • Seed Potatoes
Requirements for Classes of Certified Seed Potatoes
Participating Growers
A participating grower must be a qualified seed potato grower raising certified
seed potatoes in accordance with official State certification regulations.
Farming, sanitation, and other seed production practices not addressed in these
special procedures are the responsibility of the participating grower.
The participating grower must select the planting site for and properly
maintain plantings of seed potatoes being grown subject to the provisions of
the U.S. export standards.
Participating growers must maintain the identity and grade of each lot of
certified seed potatoes in their possession in a manner approved by the official
State seed potato certification agency.
Requirements for Classes of Certified Seed Potatoes
When a class of seed potatoes is specified as being eligible for certification, the
stock was previously certified as the specified class by an official seed potato
certification agency. All seed potatoes certified as such must be visually
monitored in the field for trueness to plant type, and the tubers must be
visually inspected after harvesting to verify plant type.
Pre-Nuclear Stock Seed Potatoes
To be eligible for certification as pre-nuclear (in-vitro production) stock seed
potatoes, each explant must have been pathogen tested. Plantlets and
microtubers must be produced in aseptic culture. During normal business
hours, records must be available for inspection by representatives of the
official State seed potato certification agency.
Nuclear Stock Seed Potatoes
To be eligible for certification as nuclear (greenhouse or controlled
environment production) stock seed potatoes, plant material must have met the
pre-nuclear requirements. At least 1% of this increase must be pathogen
tested, except when there are fewer than 20 plants or minitubers. When there
are fewer than 20 plants or minitubers, at least 5 plants or minitubers must be
pathogen tested. Plants or minitubers selected for pathogen testing may be
bulked following acceptable methods for test purposes. In the event that a test
is positive for disease infection, the whole clone, together with any progeny,
will be ineligible for certification. Testing and regeneration records must be
maintained and made available for inspection at all reasonable times.
03/2010-01
Export Program Manual
4-5-9
Special Procedures: Commodity • Seed Potatoes
Requirements for Classes of Certified Seed Potatoes
Generation 1—U.S. Export Seed Potatoes
Generation 1 plant material that has met the requirements for pre-nuclear or
nuclear stock or State equivalent will be eligible for certification as Generation
1—U.S. export seed potatoes.
Generation 2—U.S. Export Seed Potatoes
Generation 2 plant material that has met the requirements for Generation 1 or
earlier increases or State equivalent will be eligible for certification as
Generation 2—U.S. export seed potatoes.
Plants must be inspected at least twice while growing and found to be in
compliance with the tolerances specified in Table 4-5-1.
Table 4-5-1 Tolerances for Generation 2—U.S. Export Seed Potatoes
Factor
First Field Inspection
Second Field Inspection
Bacterial Ring Rot
0.00
0.00
Blackleg
0.10
0.00
Wilts
0.10
0.00
Total, All Viruses
0.25
0.10
Varietal Mixture
0.10
0.00
Generation 3—U.S. Export Seed Potatoes
Generation 3 plant material that has met the requirements for Generation 2 or
earlier generations will be eligible for certification as Generation 3—U.S.
export seed potatoes.
Each planting must be visually inspected at least twice and found to be in
compliance with the tolerances specified in Table 4-5-2.
Table 4-5-2 Tolerances for Generation 3—U.S. Export Seed Potatoes
Factor
4-5-10
First Field Inspection
Second Field Inspection
Bacterial Ring Rot
0.00
0.00
Blackleg
0.25
0.10
Wilts
0.20
0.10
Total, All Viruses
0.25
0.10
Varietal Mixture
0.25
0.10
Export Program Manual
03/2010-01
Special Procedures: Commodity • Seed Potatoes
Requirements for Classes of Certified Seed Potatoes
Generation 4—U.S. Export Seed Potatoes
Generation 4 plant material that has met the requirements for Generation 3 or
earlier generations will be eligible for certification as Generation 4—U.S.
export seed potatoes.
Each planting must be visually inspected at least twice and found to be in
compliance with the tolerances specified in Table 4-5-3.
Table 4-5-3 Tolerances for Generation 4—U.S. Export Seed Potatoes
Factor
First Field Inspection
Second Field Inspection
Bacterial Ring Rot
0.00
0.00
Blackleg
0.50
0.25
Wilts
0.50
0.25
Total, All Viruses
0.50
0.25
Varietal Mixture
0.50
0.25
Generation 5—U.S. Export Seed Potatoes
Generation 5 plant material that has met the requirements for Generation 4 or
earlier generations will be eligible for certification as Generation 5—U.S.
export seed potatoes.
Each planting must be visually inspected at least twice and found to be in
compliance with the tolerances specified in Table 4-5-4.
Table 4-5-4 Tolerances for Generation 5—U.S. Export Seed Potatoes
Factor
03/2010-01
First Field Inspection
Second Field Inspection
Bacterial Ring Rot
0.00
0.00
Blackleg
1.00
0.50
Wilts
1.00
0.50
Total, All Viruses
1.00
0.50
Varietal Mixture
0.75
0.50
Export Program Manual
4-5-11
Special Procedures: Commodity • Seed Potatoes
Refusal, Cancellation, and Rejection
Refusal, Cancellation, and Rejection
Failure to comply with any provision of the U.S. export standards will
constitute cause for refusal of certification services, cancellation of any
approvals already granted, or rejection of seed potatoes entered for
certification as a class of U.S. export seed potatoes.
In addition, the following incidents are specific causes for refusal, cancellation,
or rejection.
1. Any field, storage, or other condition an official State seed potato
certification agency determines may be detrimental to the U.S. potato
industry or to the U.S. seed potato export market, or may hinder or prevent
accurate determination of whether the disease, varietal purity, grade, or
other requirements of the U.S. export standards have been met.
2. Any seed potatoes entered for certification verified to be infested or
infected with a serious pest that is exotic or has a limited distribution in the
United States, i.e., PSTVd. Note that gangrene, Phoma exigua pv. foveata,
and wart, Synchytrium endobioticum, do not occur in the U.S.
3. Any seed potatoes determined to be infested with root-knot nematode,
Meloidogyne spp.; potato rot nematode, Ditylenchus destructor; cyst
nematode, Globodera spp.; or brown rot, Ralstonia solanacearum. U.S.
quarantine restrictions do not permit the growing of seed potatoes in any
golden (cyst) nematode-infested area.
4. The basis for and scope of a refusal, cancellation, or rejection and
reinstatement following such actions will be determined by the official
State potato certification agency in the State where the U.S. export seed
potatoes are produced.
Grade and Identification
U.S. export seed potatoes must be:
Graded to meet U.S. No. 1 Seed Potato Grade1
Identified by a blue-colored tag
Identified by official State certification tags or other official indicia
affixed to each container that are approved by the SCTC
1 United States Standards for Grades of Seed Potatoes, effective March 6, 1987, reprinted January 1997
is available at the AMS Grading, Certification and Verification Web site.
4-5-12
Export Program Manual
03/2010-01
Chapter
5
Special Procedures
Special Programs • Federal-State Cooperative
Export Program
Contents
Introduction 5-1-1
How States Enter the Federal-State Cooperative Program 5-1-2
Basic Requirements and Procedures for Nominating Federal or State
Candidates 5-1-2
Reaccreditation of ACOs 5-1-4
Export Certificate Review Process 5-1-4
Inactivation and Reactivation of ACOs 5-1-7
Suspension and Reaccreditation of Suspended ACOs 5-1-8
Retesting for Initial or Reaccreditation Training 5-1-8
Maintenance of the Federal-State Cooperative Export Program 5-1-9
Memorandum of Understanding (MOU) for the Program 5-1-9
List of Active MOUs for Federal-State Cooperative Programs 5-1-13
Introduction
The Plant Protection and Quarantine (PPQ) export program allows designated
State cooperators to issue export certificates at interior points of origin in the
U.S. as per NAPPO RSPM 8.
To obtain authority to issue export certificates, a State plant regulatory agency
must agree to sign a Memorandum of Understanding (MOU) with PPQ. The
MOU is a formal document that specifies the responsibilities and areas of
cooperation mutually understood and agreed to by the Federal and State
Departments of Agriculture.
PPQ’s accreditation program was established to facilitate the exportation of
commodities to foreign markets. Accreditation recognizes consistent levels of
competency and confers specific authority. Accrediting trained personnel,
organizations, facilities, and processes associated with phytosanitary functions
enhances PPQ’s ability to protect plant resources and facilitate safe trade.
NOTICE
To better facilitate local communication among ECSs, SPHDs, SPROs, and ACOs,
ECSs may wish to contact the SPHD to establish or to confirm the proper protocol to
follow when giving feedback to SPROs and ACOs who are cooperators.
05/2014-19
Export Program Manual
5-1-1
Special Procedures: Special Programs • Federal-State Cooperative Export Program
How States Enter the Federal-State Cooperative Program
How States Enter the Federal-State Cooperative Program
The following steps must be followed to officially enter a State into the
Federal-State Cooperative Export Program.
1. State plant regulatory official (SPRO) of a State Department of Agriculture
writes to the Deputy Administrator of PPQ and asks to participate in the
program.
2. Written request is processed through PPQ, Phytosanitary Issues
Management, Export Services (ES).
3. The standardized MOU is transmitted to PPQ regional directors to provide
relevant guidance. A copy of the letter is provided to the Agreements
Services Center (ASC).
4. The PPQ regional office initiates an MOU with each SPRO and assigns a
regional control number. The PPQ regional office submits 3 originals of the
MOU to the SPRO for signature.
5. The SPRO signs all copies of the MOU and returns them to the PPQ
regional office to be signed by the Regional Director. The MOU is
effective upon date of final signature by the Regional Director for the
period indicated in the MOU, not to exceed 5 years.
6. The PPQ regional office retains the original, sends one to the State, and the
third to the Export Certification Specialist (ECS) for that State. The PPQ
regional office also provides a copy of the MOU to ES and the ASC.
Basic Requirements and Procedures for Nominating Federal or State
Candidates
The basic requirements and procedures for nominating Federal or State
candidates are as follows:
1. The Export Certification Specialist (ECS) may nominate a candidate
through Phytosanitary Certificate Issuance and Tracking (PCIT). At least
nine months of experience1 is required before training may be conducted.
The nomination must include the candidate’s experience and education to
be designated as an ACO. The candidate must meet or exceed the
following basic requirements to be an ACO:
A. Ability to recognize plant pests including symptoms and/or signs of
disease.
1 A minimum of one year’s experience in plant protection regulatory activities working with or under the
supervision of an ACO is required. This experience must occur prior to becoming an ACO.
5-1-2
Export Program Manual
05/2014-19
Special Procedures: Special Programs • Federal-State Cooperative Export Program
Basic Requirements and Procedures for Nominating Federal or State Candidates
B. A combined total of five years education in biological sciences2 and
experience are required. At least one year has to be experience. The
years of education and experience do not have to be consecutive.
EXAMPLE
Examples of acceptable qualifications are as follows:
 0 years education and 5 years experience
 1 year education and 4 years experience
 2 years education and 3 years experience
 3 years education and 2 years experience
 4 years education and 1 year experience
C. No ACO shall inspect any commodities in which they or a member of
their family are directly or indirectly financially interested.
2. The ECS reviews the candidate’s qualifications to verify that the
experience and educational requirements have been met as stated in 7 CFR
353.6, RSPM 8, and the Export Program Manual (XPM).
3. The ECS submits the candidate’s name and summary of qualifications to
ES for approval in PCIT.
4. ES will approve or reject the submission in PCIT. If ES approves the
submission the ECS may proceed with administering the APHIS training
course on phytosanitary certification for the candidate’s initial
accreditation.
NOTICE
Any official may take the APHIS training course on phytosanitary certification for
informational purposes only. The official will not be administered a test or be accredited.
5. The ECS administers the APHIS initial training course on phytosanitary
certification and test to the candidate. The candidate must achieve a
minimum score of 80% to be accredited and may go to PCIT and print a
certificate of accreditation.
6. PCIT will automatically change the role of the candidate to ACO when one
year of experience is completed. Initial accreditation is valid for three years
from date of testing. ACOs can be placed in inactive status if they fail to
issue export certificates within 1 year of initial accreditation.
2 One year equals 12 credit units in the biological sciences. Examples of courses to meet educational
requirements can be found in NAPPO standard #8, Accreditation of Individuals.
05/2014-19
Export Program Manual
5-1-3
Special Procedures: Special Programs • Federal-State Cooperative Export Program
Reaccreditation of ACOs
Reaccreditation of ACOs
1. PCIT will notify the ECS one year before an ACO’s accreditation expires.
The ECS will notify ACOs or their supervisors when reaccreditation
training is required.
2. The ECS administers the APHIS reaccreditation training course on
phytosanitary certification and test to the ACO. The ACO must achieve a
minimum score of 80% to retain accreditation.
3. The ACO is now reaccredited and the accreditation is valid for three years.
Export Certificate Review Process
1. The issuing office must ensure that record copies and supporting
documentation are sent to the appropriate ECS on a weekly, bi-weekly, or
monthly basis unless the issuing office is using PCIT with attachments for
supporting documents.
2. ECSs are responsible for reviewing certificates and for conducting field
audits to ensure compliance with Federal regulations, policies and
procedures, foreign import requirements, and PPQ obligations to bilateral
agreements, protocols, MOUs, and international standards.
3. The ECS must review at least 5 percent of all record copies along with
supporting documentation in a timely manner. It is important that reviews
are completed in a prompt manner so that major errors can be addressed
before there is a trade incident. The export certificates reviewed should
represent the actual range of export commodities certified by various
ACOs. The percentage should be increased if a particular ACO or issuing
office has a significant number of errors or where a significant number of
notifications of noncompliance are received from the National Plant
Protection Organization (NPPO) importing country. ES will work with the
PPQ regional office upon receipt of notifications of noncompliance.
See Figure 5-1-1 on page 5-1-5 for a model letter you can follow to document
major mistakes. For a fillable version, click here. Provide a copy of the
certificate in question, backup documents, and a brief explanation.
5-1-4
Export Program Manual
05/2014-19
Special Procedures: Special Programs • Federal-State Cooperative Export Program
Export Certificate Review Process
Date: ______________________________
To: _____________________________________________________________
[insert name of State Plant Health Director or State Plant Regulatory Official]
Recently ___________________________________________certified ______________________ to __________________
[insert name of Authorized Certification Official (ACO)]
[name of product]
[name of country]
on Export Certificate #__________________ (attached). This export certificate has ____ /has not ____ been reported as
rejected by the importing country. The error(s) is/are checked below:
Failure to follow PPQ policy with regard to export certificates.
Certifying disease freedom in grain.
Failure to follow inspectional guidelines.
Failure to follow known import requirements.
Certifying prohibited or ineligible commodities.
Certifying CITES commodities at an ineligible port.
Certifying commodities from non-accredited or non-compliant sources.
Attesting to conditions from non-accredited or non-compliant sources.
______________________________________________________________________________________________
______________________________________________________________________________________________
______________________________________________________________________________________________
Our records indicate that this is the ACO’s _______ warning this year. Future errors could result in suspending the ACO’s
accreditation (authority to issue export certificates). Please forward to my office a letter explaining the error(s) and what corrective actions will be taken. This notice is intended as a corrective action to ensure the integrity of USDA-APHIS-PPQ’s export
program.
If you have any questions, contact me at __________________________________________.
(insert your phone number)
_______________________________________________________________ , Export Certification Specialist
(Signature of Export Certification Specialist)
___________________________________________________ ________
(Printed name of Export Certification Specialist)
Enclosure
Figure 5-1-1 Model Letter for Documenting Major Errors Found on an Export Certificate
05/2014-19
Export Program Manual
5-1-5
Special Procedures: Special Programs • Federal-State Cooperative Export Program
Export Certificate Review Process
4. The ECS must document major errors made by ACOs. Major errors on
export certificates include but are not limited to the following:
Failure to follow PPQ policy with regard to export certificates (for
example, but not limited to):
Certifying disease freedom in grain
Failure to follow inspectional guidelines
Failure to follow known import requirements
Certifying prohibited or ineligible commodities
Certifying CITES commodities at an ineligible port
Certifying commodities from non-accredited or non-compliant
sources.
Attesting to conditions from non-accredited or non-compliant sources.
Major errors documented by the ECS must be submitted to the SPHD who will
review and forward the information to the PPQ supervisor or SPRO of the
ACO.
5. First Major Error
A. The first major error will be discussed between the ACO and the
appropriate supervisor to address any questions and to determine what
corrective action should be taken to prevent recurrence.
B. The appropriate supervisor will document the discussion and any
recommendations that were made to the ACO. A copy of the discussion
and recommendations will be forwarded to the SPHD. The SPHD must
forward a copy to the regional office.
6. Second Major Error
A. The second major error will be discussed between the ACO and the
appropriate supervisor to address any questions and to determine what
corrective action should be taken to prevent recurrence.
B. The appropriate supervisor will request refresher training for the ACO.
C. The supervisor will document the discussion, recommendations, and
the training request. A copy of the discussion and recommendations
will be forwarded to the SPHD. The SPHD must forward a copy to the
appropriate regional office.
7. Third Major Error: See information as specified in Suspension and
Reaccreditation of Suspended ACOs on page 5-1-8.
5-1-6
Export Program Manual
05/2014-19
Special Procedures: Special Programs • Federal-State Cooperative Export Program
Inactivation and Reactivation of ACOs
8. The ECS will document minor errors that do not warrant formal
documentation. Examples of minor errors include but are not limited to the
following:
Incorrect lining out blocks
Failure to complete all blocks
Incorrect approved country name
Failure to date an export certificate
Misspelled words
Unclear abbreviations
Minor errors should be handled informally through the appropriate
supervisor.
9. After completing the review process, the ECS should either destroy the
copies of the export certificates or retain them for training purposes. If the
copies are retained for training purposes, the ECS is responsible for
maintaining and protecting the confidentiality of information on any export
documents.
Inactivation and Reactivation of ACOs
1. An ACO’s role will be changed from ACO to ACO Admin in PCIT for one
of the following reasons:
Failure to successfully complete reaccreditation every 3 years
Failure to issue export certificates within 2 years of accreditation
2. In the ACO Admin role, the ACO will not be authorized to sign export
certificates.
3. An ACO Admin may be returned to the ACO role when the following two
conditions have been completed:
The inactive ACO has completed a 60 day period of refresher
experience under the guidance of an active ACO.
The inactive ACO has completed the reaccreditation requirements as
specified in Reaccreditation of ACOs on page 5-1-4.
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Export Program Manual
5-1-7
Special Procedures: Special Programs • Federal-State Cooperative Export Program
Suspension and Reaccreditation of Suspended ACOs
Suspension and Reaccreditation of Suspended ACOs
1. An ACO may be suspended from issuing export certificates for any one of
the following reasons:
Knowingly or deliberately signing a fraudulent export certificate with
any intentional false statements or misrepresentations relative to the
export certificate
Making three major errors within a 12 month period
Repeating the same major error, after counseling, as specified in
Export Certificate Review Process on page 5-1-4, within a 12 month
period
2. The regional office will provide a summary of actions taken to ES.
3. ES will change the role within PCIT to ACO Admin or Inactive.
4. In order to be reinstated, the ACO must complete the APHIS initial
training course on Phytosanitary Certification and pass the test with a
minimum score of 80%. The suspended ACO may complete the APHIS
initial training course on Phytosanitary Certification during the 9th month
of the suspension. The nominee will not be accredited to sign export
certificates until one year of suspension has been completed.
Retesting for Initial or Reaccreditation Training
1. The candidate is notified of failure to achieve a minimum score of 80%.
2. The candidate is allowed 2 to 45 days to take a retest.
3. If the candidate scores a minimum of 80%, the ACO is now accredited and
may go to PCIT and print a certificate of accreditation. The accreditation is
valid for three years.
4. If the candidate fails the retest, he/she is allowed 2 to 45 days to take a
second retest.
5. If the candidate passes the second retest, see 3. above.
6. In initial training, if the candidate fails the second retest, he/she must
complete another year of regulatory experience, retake the appropriate
training and examination, and must achieve a minimum score of 80%.
7. In reaccreditation training, if the candidate fails the second retest, he/she
must complete a 60 day period of refresher experience under the guidance
of an active ACO, retake the appropriate training and examination, and
must achieve a minimum score of 80%.
5-1-8
Export Program Manual
05/2014-19
Special Procedures: Special Programs • Federal-State Cooperative Export Program
Maintenance of the Federal-State Cooperative Export Program
Maintenance of the Federal-State Cooperative Export Program
The Federal-State Cooperative Export Program is maintained as follows:
1. ES maintains a current list of designated ACOs in PCIT. If there are
questions concerning eligibility, qualifications, or designation of State
officials, direct them to ES using the contact protocol in Appendix A.
2. State officials are responsible for notifying the ECS when an ACO retires
or otherwise separates from State employment. The ECS is responsible for
updating PCIT with one of the following:
A. ACO admin status: This status allows a user to access and use PCIT but
is unable to issue or sign export certificates.
B. Inactive status: This status removes all access to PCIT from the user.
3. Inactive ACOs may be returned to the active status when the following
conditions have been met:
The inactive ACO has completed a 60 day period of refresher
experience under the guidance of an active ACO.
The inactive ACO has completed the reaccreditation requirements as
specified in Reaccreditation of ACOs on page 5-1-4.
Memorandum of Understanding (MOU) for the Program
MOU for the Program is a formal document that specifies the responsibilities
and areas of cooperation mutually understood and agreed to by the State and
Federal Departments of Agriculture. MOUs are effective when the PPQ
official signs the agreement. MOUs are renewed every 5 years. The content of
the MOU is subject to change as directed by ES in collaboration with the ASC.
Amendments must be formally signed by the SPRO and the representative of
PPQ. An example of the MOU for the Program follows.
05/2014-19
Export Program Manual
5-1-9
Special Procedures: Special Programs • Federal-State Cooperative Export Program
Memorandum of Understanding (MOU) for the Program
Memorandum of Understanding (MOU)
Between the
{Insert Name of State or Other Entity} (Cooperator)
and the
United States Department Of Agriculture (USDA)
Animal and Plant Health Inspection Service (APHIS)
Plant Protection and Quarantine (PPQ)
Article 1 - Purpose
This MOU provides for cooperative participation between the parties to perform export certification
of commodities and to expand the system of issuance of export certificates. For the purpose of this
MOU, export certificates are defined as Phytosanitary Certificate (PPQ Form 577), Export Certificate
Processed Plant Products (PPQ Form 578), and Phytosanitary Certificate for Re-export (PPQ form
579). Under the expanded system, these listed certificates will be issued at interior United States
points of origin, in particular, to cover containerized and door-to-door shipments intended for export.
This MOU enhances the ability of USDA-APHIS-PPQ to provide export certification to customers.
Article 2 - Background
Historically, export certification was performed at points of export by Federal inspectors. A need
arose for certification of commodities at interior points of commodity origin. Representatives of
USDA-APHIS-PPQ and states developed an MOU that provided for export certification at interior
points of the United States by inspectors from State Departments of Agriculture.
Article 3 - Authorities
Under the Plant Protection Act, as amended, (7 USC §§ 7701 et. seq.) (PPA), the Secretary of
Agriculture is authorized to issue regulations and orders to prevent, detect, control, eradicate,
suppress, or retard the spread of plant pests or noxious weeds into or within the United States and to
cooperate with other Federal agencies or entities, States or political subdivisions of States, national
governments, local governments of other nations, domestic or international organizations, domestic
or international associations, and other persons to carry out the purposes of the PPA.
Article 4 - Objectives
This MOU will serve to establish the cooperating parties’ responsibilities under this cooperative
program and to define in general terms the basis on which the parties concerned will cooperate.
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Special Procedures: Special Programs • Federal-State Cooperative Export Program
Memorandum of Understanding (MOU) for the Program
Article 5 - Mutual Responsibilities
The Cooperator and USDA-APHIS-PPQ mutually agree to/understand that:
A. Overall direction and control of this cooperative program is to be maintained by USDAAPHIS-PPQ. However, personnel of the Cooperator will remain administratively responsible to
the Cooperator.
B. The Cooperator shall be responsible for conducting inspection and certification in accordance
with the policies, directives, and regulations of USDA-APHIS-PPQ and within the scope of the
law.
C. The Cooperator will retain administrative responsibilities for its personnel authorized to
participate in the program.
D. The Cooperator will solely issue export certificates listed in Article 1 of this document for
international commerce.
Article 6 - Cooperator Responsibilities
The Cooperator agrees:
A. To designate Mr./Ms./Dr.—Insert full name as its authorized representative who shall be
responsible for collaboratively administering the activities conducted under this MOU.
B. In conducting the Basic Phytosanitary Export Certification Program to/that:
1. Cooperate with USDA-APHIS-PPQ in the inspection and certification of commodities for
export.
2. Nominate to USDA-APHIS-PPQ qualified State inspectors to perform inspection and
certification work.
3. Ensure that nominees for designation as inspectors under this MOU meet or exceed the
basic requirements as defined in Export Certification regulations, 7 CFR 353.6(b).
4. Submit to USDA-APHIS-PPQ, for review and concurrence, the names and qualifications
covering those personnel nominated for designation as inspectors.
5. Cooperative personnel authorized to issue export certificates under this MOU shall
participate, without cost to USDA-APHIS-PPQ, in an initial and reaccreditation training
program conducted by USDA-APHIS-PPQ.
C. In conducting the Phytosanitary Field Inspection of Seed Crops Program to/that:
1. Use only those agents that meet or exceed the basic requirements as defined in Export
Certification regulations, 7 CFR 353.6(a).
2. Provide agents with training and resources in accordance with 7 CFR 353.6(a)(2).
3. Terminate, after notification, an agent’s participation in the inspection activities when the
agent is identified as not following established procedures for proper recording or reporting
of pest organisms found.
4. Monitor inspection activities of designated agents during each growing season in
cooperation with USDA-APHIS-PPQ.
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Special Procedures: Special Programs • Federal-State Cooperative Export Program
Memorandum of Understanding (MOU) for the Program
Article 7 - USDA-APHIS-PPQ Responsibilities
USDA-APHIS-PPQ agrees, in conducting the Basic Phytosanitary Export Certification Program, to/
that:
A. Designate Mr./Ms./Dr.—Insert full name as its authorized representative who shall be
responsible for collaboratively administering the activities conducted under this MOU.
B. Provide an Authorized Certification Official Certificate to qualified cooperative personnel who
have complied with the requirements of Article 6 of this MOU.
C. Conduct an initial training program for qualified cooperative employees prior to designation.
D. Provide reaccreditation training every three years for qualified cooperative employees
designated as an inspector under Article 6 of this MOU.
E. Provide an on-line Export Program Manual (XPM), and other necessary information.
F. Provide program oversight by conducting field audits of facilities and personnel to ensure
conformance with USDA-APHIS-PPQ regulations, policies, and procedures.
Article 8 - Statement of No Financial Obligation
Signature on this MOU does not constitute a financial obligation on the part of USDA- APHIS-PPQ.
Each signatory party is to use and manage its own funds in carrying out the purpose of this MOU.
Transfer of funds or items of value is not authorized under this MOU.
Article 9 - Limitations of Commitment
This MOU and any continuation thereof shall be contingent upon the availability of funds appropriated
by the Congress of the United States. It is understood and agreed that any monies allocated for
purposes covered by this MOU shall be expended in accordance with its terms and the manner
prescribed by the fiscal regulations and/or administrative policies of the party making the funds
available. If fiscal resources are to transfer, a separate agreement must be developed by the parties.
Article 10 - Congressional Restriction
Under 41 USC 22, no member of, or delegate to, Congress shall be admitted to any share or part of
this MOU or to any benefit to arise therefrom.
Article 11 - Amendments
This MOU may be amended at any time by mutual agreement of the cooperating parties in writing.
Article 12 - Termination
This MOU may be terminated by either party upon sixty (60) days written notice to the other party.
Article 13 - Effective Date and Duration
This MOU will be in effect upon date of final signature and will continue for five years from the date
of signature. This MOU shall supersede all previous Memoranda of Understanding for export
certification between cooperating parties.
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Special Procedures: Special Programs • Federal-State Cooperative Export Program
List of Active MOUs for Federal-State Cooperative Programs
List of Active MOUs for Federal-State Cooperative Programs
All States have entered into a MOU for Federal-State Cooperative Program.
MOUs are in effect for five years. See Table 5-1-1 for a list of active FederalState MOUs.
Table 5-1-1 List of Active Federal-State MOUs
05/2014-19
Cooperating State
MOU Number
Date Expires
Alabama
12-8201-0058-MU
03/12/2017
Alaska
10-8560-1402-MU
07/20/2015
Arizona
12-8504-1527-MU
03/18/2017
Arkansas
11-8440-1508-MU
10/25/2016
California
12-8506-1606-MU
09/17/2017
Colorado
12-8508-1513-MU
02/28/2017
Connecticut
12-8209-0175-MU
02/20/2017
Delaware
12-8210-0179-MU
03/20/2017
Florida
12-8212-0037-MU
02/20/2017
Georgia
12-8213-0038-MU
03/01/2017
Hawaii
10-8510-1326-MU
03/28/2015
Idaho
11-8568-1426-MU
05/04/2016
Illinois
12-8217-0197-MU
02/14/2017
Indiana
12-8218-0176-MU
03/22/2017
Iowa
10-8450-0891-MU
06/24/2015
Kansas
10-8453-1318-MU
03/28/2015
Kentucky
07-8321-0044-MU
02/08/2017
Louisiana
10-8434-1408-MU
08/31/2015
Maine
12-8223-0043-MU
02/21/2017
Maryland
12-8224-0156-MU
05/21/2017
Massachusetts
12-8225-0173-MU
02/20/2017
Michigan
12-8226-0172-MU
08/01/2017
Minnesota
12-8235-0191-MU
11/09/2017
Mississippi
12-8228-0039-MU
01/25/2017
Missouri
14-8429-0031-MU
04/30/2019
Montana
08-8572-0628-MU
02/20/2013
Nebraska
10-8456-1403-MU
07/27/2015
Nevada
10-8576-1292-MU
08/15/2015
New Hampshire
12-8233-0171-MU
01/26/2016
New Jersey
12-8234-0177-MU
02/07/2017
New Mexico
10-8580-1411-MU
08/31/2015
New York
07-8236-0180-MU
03/15/2017
North Carolina
12-8237-0125-MU
02/02/2017
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5-1-13
Special Procedures: Special Programs • Federal-State Cooperative Export Program
List of Active MOUs for Federal-State Cooperative Programs
Table 5-1-1 List of Active Federal-State MOUs (continued)
5-1-14
Cooperating State
MOU Number
Date Expires
North Dakota
11-8462-1422-MU
02/10/2016
Ohio
12-8239-0170-MU
02/06/2017
Oklahoma
10-8444-1404-MU
08/31/2015
Oregon
14-8541-1716-MU
12/22/2018
Pennsylvania
12-8242-0174-MU
02/09/2017
Rhode Island
12-8244-0181-MU
02/20/2017
South Carolina
12-8245-0041-MU
03/08/2017
South Dakota
09-8459-0097-MU
11/13/2013
Tennessee
12-8347-0042-MU
01/31/2017
Texas
11-8412-1420-MU
10/17/2015
Utah
10-8588-1407-MU
08/12/2015
Vermont
12-8250-0185-MU
02/23/2017
Virginia
12-8251-0178-MU
02/16/2017
Washington
09-8550-0097-MU
12/05/2013
West Virginia
12-8254-0055-MU
03/01/2017
Wisconsin
12-8255-0386-MU
03/01/2017
Wyoming
12-8556-1526-MU
03/12/2017
Export Program Manual
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Chapter
5
Special Procedures
Special Programs • Lumber Certification
Contents
Introduction 5-2-2
Inspection & Certification Options 5-2-2
Treatment Verification 5-2-3
Examples of Recorded KD/HT Treatments on the PC 5-2-4
KD Inspection Company Marks 5-2-5
Heat Treatment Inspection Company Marks 5-2-10
Kiln Dried Treatment/Heat Treatment Verification 5-2-16
KD Verification 5-2-16
HT Verification 5-2-23
Mill Certification Programs Overview 5-2-25
Heat Treatment of Coniferous Sawn Wood Going to Member States of the
European Union 5-2-26
Heat Treatment Declaration 5-2-29
Lumber Grading Agencies 5-2-29
Heat Treatment Certification Using a Kiln Facility 5-2-29
Mill Certification Program Responsibilities 5-2-30
Kiln-Dried Coniferous Sawn Wood Going to Non European Union Member
States 5-2-31
Lumber Grading Agencies 5-2-34
Mill Certificate of Kiln Drying 5-2-34
Mill Certification Program Responsibilities 5-2-35
Debarking and Grub Hole Control of Coniferous Sawn Wood 5-2-37
Lumber Grading Agencies 5-2-40
Certificate of Debarking and Grub Hole Control 5-2-40
Mill Certification Program Responsibilities 5-2-42
Biannual Audit Checklist for Certification Programs 5-2-43
Biannual Audit Checklist for Certification Programs 5-2-43
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Special Procedures: Special Programs • Lumber Certification
Introduction
Introduction
This section provides guidance on lumber certification options, specifically on
when and how to record Kiln Dried (KD)/Heat treatment (HT) information on
a Phytosanitary Certificate (PC). These procedures will allow certification with
or without a physical inspection if certain conditions are met. In addition to this
guidance, all foreign import requirements must be met before certification. All
treatment information should be listed in the treatment section of the PC when
a treatment is required by the importing country. Treatment information should
not be listed in any other section unless requested in official communication
from the importing country.
Inspection & Certification Options
1. An Authorized Certification Official (ACO) inspects the lumber and issues
a PC
NOTICE
Use verification of markings as listed in Table 5-2-1 on page 5-2-5 and Table 5-2-3
on page 5-2-10 to ensure minimum phytosanitary measures have been met.
OR
2. When the following documentation is presented to an ACO, a PC may be
issued if the documentation meets all import country requirements
A. Certification of treatment and/or milling from a lumber facility
affiliated with an organization listed in Table 5-2-1 on page 5-2-5 or
Table Table 5-2-3 on page 5-2-10, OR
B. Certification from a facility in the Mill Certification Program (includes
certificates shown in Figure 5-2-3 on page 5-2-8, Figure 5-2-4 on page
5-2-14, or Figure 5-2-5 on page 5-2-15), OR
C. Certification of treatment and/or milling from a facility operating under
an agreement with USDA APHIS, State, or County
OR
3. Applicants who are not able to meet options 1 or 2. or who are not under
an appropriate USDA APHIS approved Compliance Agreement, must
present third party verification of kiln/thermocouple certification within
the last year, kiln records, and a treatment certificate on company
letterhead to the ACO.
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Special Procedures: Special Programs • Lumber Certification
Treatment Verification
Treatment Verification
1. Kiln Drying to a specific percentage of moisture content
A. An ACO conducts a physical inspection, reviews kiln charge results,
and measures the moisture content to ensure it is below 20%, OR
B. A facility operates under the supervision of a PPQ authorized agency,
and
a. The ACO conducts a physical inspection and verifies KD marks, if
required, are from an authorized agency (see Table 5-2-1 on page 52-5), OR
b. The facility provides a treatment certificate (see Figure 5-2-3 on
page 5-2-8 or Figure 5-2-5 on page 5-2-15) issued by an authorized
agency in Table 5-2-1 on page 5-2-5 or Table 5-2-3 on page 5-2-10,
OR
c. The facility provides a third-party kiln calibration performed within
the last year and documentation of low moisture content and/or kiln
charge results and a heat treatment certificate on company letterhead
2. Heat Treatment to a specific core temperature for a specific duration
A. A facility operates under the supervision of a PPQ authorized agency,
and
a. The facility provides a treatment certificate issued by an authorized
agency in the Mill Certification Program (see Figure 5-2-3 on page
5-2-8) (must have HT statement addition) and Figure 5-2-4 on page
5-2-14), OR
b. The ACO verifies HT marks, if required, are from an authorized
agency (see Table 5-2-3 on page 5-2-10).
OR
B. A facility not affiliated with a Mill Certification Program organization.
An ACO reviews thermocouple calibration performed within the last
year by a third party, documentation of core temperatures and duration
provided by the facility, and a heat treatment certificate on company
letterhead.
NOTICE
Verification may be conducted through inspection of documentation when a physical
inspection is not required or through a Mill Certification Program as listed in this section. It is not a requirement to add treatment information to the PC unless requested
by the importing country.
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5-2-3
Special Procedures: Special Programs • Lumber Certification
Examples of Recorded KD/HT Treatments on the PC
Examples of Recorded KD/HT Treatments on the PC
See Figure 5-2-1 and Figure 5-2-2 for examples of recorded KD/HT treatments
on the PC.
Figure 5-2-1 Example of treatment section on the phytosanitary certificate certifying kiln drying
Figure 5-2-2 Example of treatment section on the phytosanitary certificate certifying heat treatment
NOTICE
Enter treatments according to the examples above for consistency. Please use N/A
for DATE when the dates of treatments are not provided.
5-2-4
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Special Procedures: Special Programs • Lumber Certification
KD Inspection Company Marks
KD Inspection Company Marks
Refer to Table 5-2-1.
Table 5-2-1 KD Inspection Company Marks
Mark
Company
American Institute of Timber Construction
CONTINENTAL
INSPECTION
AGENCY
Continental Inspection Agency, LLC (CI)
Northeastern Lumber Manufacturers Association
(NeLMA) (two trademarks)
OR
Northern Softwood Lumber Bureau (NSLB)
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5-2-5
Special Procedures: Special Programs • Lumber Certification
KD Inspection Company Marks
Table 5-2-1 KD Inspection Company Marks (continued)
Mark
Company
Pacific Lumber Inspection Bureau (PLIB)
Redwood Inspection Service (RIS)
(NOTE: On lumber, expect letters to be inked instead of
background.)
Renewable Resource Associates, Inc. (RRA)
Southern Pine Inspection Bureau (SPIB)
(NOTE: Underline may not appear.)
Stafford Inspection and Consulting, LLC (SIWP)
5-2-6
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Special Procedures: Special Programs • Lumber Certification
KD Inspection Company Marks
Table 5-2-1 KD Inspection Company Marks (continued)
Mark
Company
Timber Products Inspection (TP)
West Coast Lumber Inspection Bureau (WCLIB)
Western Wood Products Association (WWPA)
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5-2-7
Special Procedures: Special Programs • Lumber Certification
KD Inspection Company Marks
Figure 5-2-3 Kiln Dried Treatment Certificate Example
5-2-8
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Special Procedures: Special Programs • Lumber Certification
KD Inspection Company Marks
Table 5-2-2 Lumber Grading Agencies Participating in Mill Certification Programs for Heat Treatment
of Coniferous Sawn Wood
PPQ Region
Participating Lumber Grading Agency
Lumber Grading Agency Contact
Eastern
Northeastern Lumber Manufacturer's Association, Inc.
272 Tuttle Road, P.O. Box 87A
Cumberland Center, ME 04021
Jeff Easterling
Executive Vice President
Phone: 207-829-6901
FAX: 207-829-4293
Renewable Resource Associates, Inc.
860 Johnson Ferry Road
Suite 140 - 194
Atlanta, GA 30342
Lon J. Sibert
President
Phone: 678-528-3734
Cell: 770-330-9416
EFAX: 678-325-7330
Southern Pine Inspection Bureau
4709 Scenic Highway
Pensacola, FL 32504
Tom S. Jones
President
Phone: 850-434-2611
FAX: 850-433-5594
Timber Products Inspection, Inc.
P.O. Box 919
Conyers, GA 30012
David Conner
Lumber Division Director
Phone: 770-922-8000
FAX: 770-922-1290
California Redwood Association and Redwood
Inspection Service
818 Grayson Road, Suite 201
Pleasant Hill, CA 94523
Charles Jourdain
President
Phone: 925-935-1499
FAX: 925-935-1496
Pacific Lumber Inspection Bureau, Inc.
1010 S 336th Street, Suite 300
Federal Way, WA 98003
Jeff Fantozzi
Secretary/General Manager
Phone: 253-835-3344
FAX: 253-835-3371
West Coast Lumber Inspection Bureau
Box 23145
Portland, OR 97281-3145
Skeet Rominger
Executive Vice President
Phone: 503-639-0651
FAX: 503-684-8928
Western Wood Products Association
522 SW Fifth Avenue, Suite 500
Portland, OR 97204-2122
Jim Matthews
Asst. Director of Quality Standards
Phone: 503-224-3930
FAX: 503-224-3934
Timber Products Inspection, Inc.
105 SE 124th Avenue
Vancouver, WA 98684
Casey Dean
Director of Western Operations
Phone: 360-449-3840 x12
FAX: 360-449-3953
Western
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Export Program Manual
5-2-9
Special Procedures: Special Programs • Lumber Certification
Heat Treatment Inspection Company Marks
Heat Treatment Inspection Company Marks
Refer to Table 5-2-3.
Table 5-2-3 Heat Treatment Inspection Company Marks
Mark
Company
American Institute of Timber Construction
American Wood Inspection Services (AWIS)
(NOTE: On lumber, expect letters to be inked instead of
background.)
Carolina Inspection Services
CONTINENTAL
INSPECTION
AGENCY
Continental Inspection Agency, LLC (CI)
Conway & Robison LLC
5-2-10
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Special Procedures: Special Programs • Lumber Certification
Heat Treatment Inspection Company Marks
Table 5-2-3 Heat Treatment Inspection Company Marks (continued)
Mark
Company
Export Wood Packaging Inspection Service
LIWP
Lee Inspection & Consulting Services, Inc. (LIWP)
Missouri Forest Products Association
(3 options, the 2 pictured and a combination; the graphic
above only (no words) and the acronym below directly
underneath the graphic)
Northeastern Lumber Manufacturers Association
(NeLMA) (two trademarks)
OR
Northern Softwood Lumber Bureau (NSLB)
Packaging Research Laboratory
12/2013-17
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5-2-11
Special Procedures: Special Programs • Lumber Certification
Heat Treatment Inspection Company Marks
Table 5-2-3 Heat Treatment Inspection Company Marks (continued)
Mark
Company
Pacific Lumber Inspection Bureau (PLIB)
Redwood Inspection Service (RIS)
(NOTE: On lumber, expect letters to be inked instead of
background.)
Renewable Resource Associates, Inc. (RRA)
Southern Pine Inspection Bureau (SPIB)
(NOTE: Underline may not appear.)
Stafford Inspection and Consulting, LLC (SIWP)
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Special Procedures: Special Programs • Lumber Certification
Heat Treatment Inspection Company Marks
Table 5-2-3 Heat Treatment Inspection Company Marks (continued)
Mark
Company
Timber Products Inspection (TP)
West Coast Lumber Inspection Bureau (WCLIB)
Western Wood Products Association (WWPA)
Wood Research and Development
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5-2-13
Special Procedures: Special Programs • Lumber Certification
Heat Treatment Inspection Company Marks
HEAT TREATMENT CERTIFICATION
USING A KILN FACILITY
NAME AND ADDRESS OF SUPPLYI NG MI LL (or as indicated in DESCRIPTION
OF CONSIGNMENT)
CERTIFlCATE NUMBER
NAME AND ADDRESS OF CONSIGNEE
The lumber described below i s certified to have undergone an appropriate heat treatment to achieve a minimum wood core temperature of 56 degrees C for 30 minutes.
VOLUME
DESCRIPTION OF CONSIGNMENT
INDICATE SPECIES, GRADE MARKS, OR OTIIER IDENTIFYING MARKS. ALSO, INDICATE
NUMBER OF PACKAGES AND BOARD FEET/CUBIC METERS BY LOT.
This document is issued under a program officially approved by the Animal and Plant Health Inspection Service, U.S. Department of Agriculture.
The products covered by this document are subject to pre shipment inspection by that Agency. No financial liability shall be attached to the U.S. Department of
Agriculture or to any officer or representative of the Department with respect to this certificate.
AUTHORIZED PERSON RESPONSIBLE' FOR CERTIFICATION
NAME (PRINT)
DATE
SIGNATURE
AGENCY VALIDATION
SIGNATURE
DATE
Figure 5-2-4 Heat Treatment Certificate Example
5-2-14
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Special Procedures: Special Programs • Lumber Certification
Heat Treatment Inspection Company Marks
Figure 5-2-5 PPQ Kiln Treatment Certificate Example
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Export Program Manual
5-2-15
Special Procedures: Special Programs • Lumber Certification
Kiln Dried Treatment/Heat Treatment Verification
Kiln Dried Treatment/Heat Treatment Verification
The following procedures are acceptable for issuing phytosanitary certificates
and recording the HT/KD treatment in the treatment section of the certificate:
KD Verification
1. Hardwood
A. An ACO will conduct a visual inspection, verify the KD marks on the
wood or cover, and measure the moisture content to ensure it is below
20%. The marks must be from companies listed in Table 5-2-1 on
page 5-2-5 and specifically display KD. OR
B. A facility operates under the MOU PPQ has with the National
Hardwood Lumber Association (NHLA); Phytosanitary certification is
based on the treatment certificate provided by the facility (See Figure
5-2-3 on page 5-2-8). Shipments are subject to random phytosanitary
inspection. OR
The Mill Certification Program allows for certifying kiln-dried sawn
hardwood lumber. See Figure 5-2-6 on page 5-2-17 through Figure 5-2-11
on page 5-2-22 for details.
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Special Procedures: Special Programs • Lumber Certification
Kiln Dried Treatment/Heat Treatment Verification
Figure 5-2-6 Example of MOU for Kiln-Dried Sawn Hardwood Lumber (page 1)
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5-2-17
Special Procedures: Special Programs • Lumber Certification
Kiln Dried Treatment/Heat Treatment Verification
Figure 5-2-7 Example of MOU for Kiln-Dried Sawn Hardwood Lumber (page 2)
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Special Procedures: Special Programs • Lumber Certification
Kiln Dried Treatment/Heat Treatment Verification
Figure 5-2-8 Example of MOU for Kiln-Dried Sawn Hardwood Lumber (page 3)
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Special Procedures: Special Programs • Lumber Certification
Kiln Dried Treatment/Heat Treatment Verification
Figure 5-2-9 Example of MOU for Kiln-Dried Sawn Hardwood Lumber (page 4)
5-2-20
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Special Procedures: Special Programs • Lumber Certification
Kiln Dried Treatment/Heat Treatment Verification
Figure 5-2-10 Example of MOU for Kiln-Dried Sawn Hardwood Lumber (page 5)
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5-2-21
Special Procedures: Special Programs • Lumber Certification
Kiln Dried Treatment/Heat Treatment Verification
Figure 5-2-11 Example of MOU for Kiln-Dried Sawn Hardwood Lumber (page 6)
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Special Procedures: Special Programs • Lumber Certification
Kiln Dried Treatment/Heat Treatment Verification
C. An ACO verifies the treatment meets the required temperature and
duration at the facility, as outlined in chapter 7 of the Dry Kiln
Operators Manual. The facility must provide a copy of a kiln
certification (calibration) performed in the last year and validation of
low moisture content. Phytosanitary certification is based on the
verification of kiln inspection, the ACO’s verification of treatment,
recorded results, and the provided validation of moisture content.
2. Softwood
A. An ACO will conduct a visual inspection, verify KD marks on the
wood, and measure the moisture content to ensure it is below 20%. The
marks must be from inspection agencies listed in Table 5-2-1 on
page 5-2-5 and specifically display KD. OR
B. An ACO verifies the treatment meets the required temperature and
duration at the facility, as outlined in chapter 7 of the Dry Kiln
Operators Manual. The facility must provide a copy of a kiln
certification (calibration) performed in the last year and validation of
low moisture content. Phytosanitary certification is based on the
treatment certificate, the ACO’s verification of treatment, recorded
results, and the provided validation of moisture content.
See Figure 5-2-1 on page 5-2-4 for an example of the treatment section on the
PC certifying kiln drying.
HT Verification
1. Hardwood
A. A facility operates under the MOU PPQ has with the National
Hardwood Lumber Association (NHLA); Phytosanitary certification is
based the treatment certificate provided by the facility; stipulating the
heat treatment in the Description of Consignment section (see Figure
5-2-6 on page 5-2-17). Shipments are subject to random phytosanitary
inspection. OR
B. An ACO verifies the treatment meets the required core temperature at
the facility. The facility must provide a copy of a thermocouple
certification performed in the last year. Phytosanitary certification is
based on the verification of the thermocouple inspection, the ACO’s
verification of the treatment and recorded results.
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Special Procedures: Special Programs • Lumber Certification
Kiln Dried Treatment/Heat Treatment Verification
2. Softwood
A. An ACO will conduct a visual inspection and verify the HT marks on
the wood. The marks must be from inspection agencies listed in
Table 5-2-3 on page 5-2-10. OR
B. A facility operates under the MOU PPQ has with the lumber grading
agencies (see Table 5-2-2 on page 5-2-9); Phytosanitary certification is
based on the treatment certificate provided by the facility (see Figure
5-2-4 on page 5-2-14). Shipments are subject to random phytosanitary
inspection. OR
C. An ACO verifies the treatment meets the required core temperature at
the facility. The facility must provide a copy of a thermocouple
certification performed in the last year. Phytosanitary certification is
based on the verification of the thermocouple inspection, the ACO’s
verification of the treatment and recorded results.
See Figure 5-2-4 on page 5-2-14 for an example of the treatment section on the
PC certifying heat treatment.
5-2-24
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Special Procedures: Special Programs • Lumber Certification
Mill Certification Programs Overview
Mill Certification Programs Overview
These special procedures provide information about the Memorandums of
Understanding (MOUs) PPQ has initiated with numerous lumber grading
agencies, who provide the oversight of Mill Certification Programs. The
purpose of the MOUs is to facilitate exports of coniferous sawn wood and to
address the export concerns of the importing country.
Coniferous sawn wood is an important export from the U.S., which is highly
regulated because of various pests, including the pine wood nematode,
Bursaphelenchus xylophilus. Therefore, the MOUs establish how the wood
products will be inspected and treated at the mill and the documentation that
the mill will supply to PPQ for export certification of coniferous sawn wood.
Two of the MOUs eliminate the need to issue a PPQ Form 577 for coniferous
sawn wood and allow participating lumber mills to issue their own certification
for kiln dried coniferous lumber going to Member States of the European
Union. The two MOUs are for the following situations:
Coniferous sawn wood using heat treatment certification
Debarking and grub hole control of coniferous sawn wood
Mill Certification Programs for coniferous sawn wood use the MOUs listed
below and further detail:
Heat Treatment of Coniferous Sawn Wood Going to Member States of the
European Union
Kiln-Dried Coniferous Sawn Wood Going to Non European Union
Member States
Debarking and Grub Hole Control of Coniferous Sawn Wood
Biannual Audit Checklist for Certification Programs
Kiln Certification
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Special Procedures: Special Programs • Lumber Certification
Heat Treatment of Coniferous Sawn Wood Going to Member States of the European Union
Heat Treatment of Coniferous Sawn Wood Going to Member States
of the European Union
The Mill Certification Program for heat treatment of coniferous sawn wood
going to Member States of the European Union is the most widespread of the
Mill Certification Programs. This program provides an industry certification
system that is officially approved to meet the phytosanitary import
requirements of the European Union for coniferous wood from the U.S.
See Figure 5-2-12 on page 5-2-27 and Figure 5-2-13 on page 5-2-28 for an
example of an MOU for a Mill Certification Program for heat treatment of
coniferous sawn wood going to Member States of the European Union.
Export shipments of wood from lumber mills that are not participating in a
Mill Certification Program may be certified to Member States of the European
Union with PPQ Form 577, if the mill meets the criteria specified in the export
summary for the European Union.
NOTICE
Advise applicants that shipments may be rejected or destroyed at destination if the
wood has not been sawn or kiln dried and heat treated, and is not accompanied by
the proper certificate.
5-2-26
Export Program Manual
12/2013-17
Special Procedures: Special Programs • Lumber Certification
Heat Treatment of Coniferous Sawn Wood Going to Member States of the European Union
3.2-34-85-0254-MU
MEMORANDUM OF UNDERSTANDING
BETWEEN THE
[ASSOCIATION]
AND THE
UNITED STATES DEPARTMENT OF AGRICULTURE
ANIMAL AND PLANT HEALTH INSPECTION SERVICE
PLANT PROTECTION AND QUARANTINE (APHIS)
ARTICLE 1
The Memorandum facilitates the implementation of an officially approved industry certification system to satisfy the
legislation of the European Community derived from Plant Health Directive 77/93/EEC, as amended, with respect to
heat treatment of coniferous sawn wood destined to the European Union.
ARTICLE 2
Authority exists under the Plant Protection Act of Section 431 (a), Public Law 106-224, for the Secretary of
Agriculture to cooperate with the States of political subdivisions thereof, fam1ers' associations, and similar
organizations, and individuals to detect, eradicate, suppress, control, or to prevent or retard the spread of plant pests
and plant diseases, including the export certification of domestic plants and plant products.
ARTICLE 3
The cooperating parties agree that:
a. The overall direction and control of this cooperative program is to be maintained by APHIS. Inspectional personnel
shall remain administratively responsible to the Association.
b. The basic control requirement for coniferous sawn wood under this system is heat treating/kiln drying to the extent
that all parts of the wood, including the core, have reached a temperature of at least 133 degrees F (56 degrees C) for
30 minutes.
ARTICLE 4
The Association agrees to/that:
a. Heat treated/kiln dried coniferous sawn wood shipments shall be inspected by an approved representative of the
Association and, subject to the terms of Article 4.c, below, shall be certified as confirming to the certification statement
imprinted on the Heat Treatment Certification Using a Kiln Facility Certificate. A sample of this certificate is annexed
to this Document.
b. Shipments of coniferous sawn wood moving into export channels that have been heat treated/kiln dried according to
the requirements of this system shall have bundles of coniferous wood in the shipment marked "HT" or "KD" at the
preparing mill.
c. Maintain signed agreements with participating mills, a register of participating mills, a registry of employees/agents
to issue the Heat Treatment Certification Using a Kiln Facility Certificate, a register of agency employees who are
authorized to authenticate such certificates, and copies of all certificates issued.
d. Provide mill inspector training to all participating mills. Monthly review of the individual mill certification program
shall be made through regular quality control checks by the Association.
e. Make files and records available for review by APHIS in carrying out its responsibilities outlined in Article 5.
Records will be retained for 3 years after the close of the Federal fiscal year.
ARTICLE 5
APHIS agrees to monitor the certification system for conformance by conducting random biannual inspections
(minimally) at participating companies and at points of export and by reviews Lumber Grading Agency files and
records.
Figure 5-2-12 Example of MOU for Mill Certification Program for Heat Treatment of Coniferous Sawn
Wood Going to European Union Member States (front)
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5-2-27
Special Procedures: Special Programs • Lumber Certification
Heat Treatment of Coniferous Sawn Wood Going to Member States of the European Union
Figure 5-2-13 Example of MOU for Mill Certification Program for Heat Treatment of Coniferous Sawn
Wood Going to European Union Member States (back)
5-2-28
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Special Procedures: Special Programs • Lumber Certification
Heat Treatment of Coniferous Sawn Wood Going to Member States of the European Union
Heat Treatment Declaration
These special procedures cover the export certification of wood and wood
products requiring a heat treatment declaration.
ACOs may record an unmonitored heat treatment on an export certificate when
the following conditions apply:
The material presented can be verified as the material represented on the
certificate (lot numbers, board feet, etc.).
AND
The material is from a mill approved by the USDA and meets the facility
specifications of the Center for Plant Health Science and Technology (CPHST)
as noted in T404-e-2;
OR
The material is from a treatment facility certified under the “Certifying
Facilities” guidelines in the Treatment Manual (section 6-6) and the
certification was performed by an APHIS inspector (PPQ, ACO, ALSC).
Lumber Grading Agencies
Official control of Mill Certification Programs is maintained through MOUs
established between PPQ and lumber grading agencies. The participating
lumber grading agencies formulate, publish, and maintain grading rules, and
provide inspection facilities for softwood under the provisions of the American
Softwood Lumber Standard.
See Table 5-2-2 on page 5-2-9 for a list of the lumber grading agencies
participating in Mill Certification Programs for heat treatment of coniferous
sawn wood going to Member States of the European Union.
Heat Treatment Certification Using a Kiln Facility
Lumber exported under a Mill Certification Program for heat treatment of
coniferous sawn wood going to Member States of the European Union must be
accompanied by a mill certificate, “Heat Treatment Certification Using a Kiln
Facility.” The mill certificate attests that the wood has been properly heat treated.
Only sawn wood that has been kiln dried according to the provisions of the
American Softwood Lumber Standard may be exported under this Mill
Certification Program.
See Figure 5-2-4 on page 5-2-14 for an example of Heat Treatment
Certification Using a Kiln Facility.
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5-2-29
Special Procedures: Special Programs • Lumber Certification
Heat Treatment of Coniferous Sawn Wood Going to Member States of the European Union
Mill Certification Program Responsibilities
When an MOU establishes a Mill Certification for heat treatment of coniferous
sawn wood going to Member States of the European Union, the lumber
grading agencies, the participating lumber mills, and the PPQ regional offices
each have stipulated responsibilities. These program responsibilities are listed
below for the following:
Lumber Grading Agencies
Lumber Mills
PPQ Regional Offices
Lumber Grading Agencies
The responsibilities of lumber grading agencies, as stipulated in the MOUs, are
as follows:
Perform a monthly check of Mill Certification Program’s quality control
Maintain copies of issued certificates
Maintain a list of designated personnel at each participating lumber mill
who are approved to issue mill certificates
Maintain signed agreements with participating lumber mills
Provide training to participating lumber mills’ inspectors
Validate mill certificates
Lumber Mills
The responsibilities of participating lumber mills, as stipulated under the
MOUs, are as follows:
Designate personnel to issue mill certificates (Heat Treatment
Certification Using a Kiln Facility on page 5-2-29)
Send issued mill certificates to the lumber grading agency for final review
and validation
Treat all shipments of coniferous sawn wood moving under a Mill
Certification Program according to the American Softwood Lumber
Standard for heat-treated or kiln-dried wood
5-2-30
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Special Procedures: Special Programs • Lumber Certification
Kiln-Dried Coniferous Sawn Wood Going to Non European Union Member States
PPQ Regional Offices
The responsibilities of the designated PPQ regional offices are as follows:
Conduct biannual audits of each lumber grading agency for which an
MOU is signed and of its participating lumber mills (see also Biannual
Audit Checklist for Certification Programs on page 5-2-43)
Meet with each lumber grade agency and participating lumber mills to
review documentation
Confirm at participating lumber mills or at points of export that the
shipments of coniferous sawn wood moving under a Mill Certification
Program are meeting its conditions
Collect and submit to Export Services (ES) the results of the biannual
audit by October 1 of each year (see Figure 5-2-19 on page 5-2-44 for
an example of a Biannual Audit Checklist for the Wood Mill
Certification Programs)
Designate personnel to conduct biannual audits and randomly inspect
lumber grade agencies and their lumber mills participating in a Mill
Certification Program
Maintain in the regional office those MOUs for Mill Certification
Programs established in the region
Randomly inspect for conformance to the Mill Certification Program
participating lumber mills and shipments of wood at points of export
Randomly review the files and records of participating lumber grading
agencies

Audit results are used to support Mill Certification Programs when
foreign countries inquire about program validity.
Kiln-Dried Coniferous Sawn Wood Going to Non European Union
Member States
MOUs and Mill Certification Programs established for kiln-dried coniferous
sawn wood going to non European Union Member States are similar to those
previously mentioned (for coniferous sawn wood going to Member States of
the European Union), yet are different in that they cover only kiln-dried
coniferous sawn wood.
Wood that has been heat treated or merely debarked is not authorized under
these MOUs.
See Figure 5-2-14 on page 5-2-32 for an example of an MOU for kiln-dried
coniferous sawn wood.
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5-2-31
Special Procedures: Special Programs • Lumber Certification
Kiln-Dried Coniferous Sawn Wood Going to Non European Union Member States
Figure 5-2-14 Example of MOU for Kiln Dried Coniferous Sawn Wood (front)
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Special Procedures: Special Programs • Lumber Certification
Kiln-Dried Coniferous Sawn Wood Going to Non European Union Member States
Figure 5-2-15 Example of MOU for Kiln Dried Coniferous Sawn Wood (back)
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5-2-33
Special Procedures: Special Programs • Lumber Certification
Kiln-Dried Coniferous Sawn Wood Going to Non European Union Member States
Lumber Grading Agencies
PPQ established MOUs with lumber grading agencies to facilitate the export
certification of kiln dried coniferous sawn wood going to non European Union
Member States. See Table 5-2-4 for a list of participating lumber grading
agencies.
Table 5-2-4 Lumber Grading Agencies Participating in Mill Certification
Programs for Kiln Drying of Coniferous Sawn Wood
Lumber Grading Agency
Lumber Grading Agency Contact
Northeastern Lumber Manufacturers Association (NeLMA)
272 Tuttle Rd., P.O. Box 87A
Cumberland Center, ME 04021
Jeff Easterling
Executive Vice President
Phone: 207-829-6901
FAX: 207-829-4293
Pacific Lumber Inspection Bureau Inc.
1010 S 336th Street, Suite 300
Federal Way, WA 98003
Jeff Fantozzi
Secretary/General Manager
Phone: 253-835-3344
FAX: 253-746-5522
Renewable Resource Associates, Inc.
860 Johnson Ferry Road
Suite 140 - 194
Atlanta, GA 30342
Lon J. Sibert
President
Phone: 678-528-3734
Cell: 770-330-9416
FAX: 678-325-7330
Southern Pine Inspection Bureau
4709 Scenic Highway
Pensacola, FL 32504-9094
Bob Browder
Director
Phone: 850-434-2611
FAX: 850-433-5594
Timber Products Inspection, Inc.
P.O. Box 919
Conyers, GA 30012
David Conner
Lumber Division
Phone: 770-922-8000
FAX: 770-922-1290
West Coast Lumber Inspection Bureau
P.O. Box 23145
Portland, OR 97281-3145
Skeet Rominger
Executive Vice President
Phone: 503-639-0651
FAX: 503-684-8928
Western Wood Products Association
522 SW Fifth Avenue, Suite 500
Portland, OR 97204-2122
Kevin Binam
President
Phone: 503-224-3930
FAX: 503-224-3934
Mill Certificate of Kiln Drying
All shipments of kiln-dried coniferous sawn wood certified under these MOUs
must have mill certificates validated by a participating lumber grading agency.
The mill certificates must be presented to PPQ for conversion to PPQ Form
577 (see Figure 5-2-5 on page 5-2-15 for an example of a Mill Certificate of
Kiln Drying).
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Special Procedures: Special Programs • Lumber Certification
Kiln-Dried Coniferous Sawn Wood Going to Non European Union Member States
Mill Certification Program Responsibilities
When an MOU is entered into establishing a Mill Certification Program for
kiln drying of coniferous sawn wood moving to non-European Member States,
the lumber grading agencies, the lumber mills, and PPQ each have stipulated
responsibilities. These program responsibilities are listed below for the
following:
Lumber Grading Agencies
Lumber Mills
PPQ Duty Stations
PPQ Regional Offices
Lumber Grading Agencies
The responsibilities of lumber grading agencies are essentially the same as
those listed for coniferous sawn wood going to Member States of the European
Union, except that lumber grading agencies return mill certificates to the
lumber mill for conversion to PPQ Form 577s. The lumber grading agencies’
responsibilities are as follows:
Perform a monthly check of the Mill Certification Program’s quality
control
Maintain copies of issued certificates
Maintain a list of designated personnel at each lumber mill who are
approved to issue mill certificates
Maintain signed agreements with participating lumber mills
Provide training to participating lumber mills’ inspectors
Return to lumber mills the validated mill certificates for conversion to
PPQ Form 577s by PPQ
Validate mill certificates issued by participating lumber mills
Lumber Mills
The responsibilities of participating lumber mills are as follows:
Certify shipments are using a Mill Certificate of Kiln Drying for kilndried coniferous wood being exported to non European Union Member
States
Designate personnel to issue mill certificates
Present validated mill certificates to PPQ for conversion to PPQ Form
577s
Send issued mill certificates to the lumber grading agency for final review
and validation
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5-2-35
Special Procedures: Special Programs • Lumber Certification
Kiln-Dried Coniferous Sawn Wood Going to Non European Union Member States
PPQ Duty Stations
The responsibilities of PPQ Duty Stations are as follows:
Issue PPQ Form 577s for those shipments of kiln-dried coniferous sawn
wood covered by properly validated mill certificates
Retain copies of validated mill certificates as supporting documentation
for issued PPQ Form 577s
Review validated mill certificates
Verify that lumber grading agencies are participating in Mill Certification
Programs
PPQ Regional Offices
The responsibilities of the designated PPQ regional offices are as follows:
Conduct biannual audits of each lumber grading agency for which an
MOU is signed and its participating lumber mills (see also Biannual
Audit Checklist for Certification Programs on page 5-2-43)
Meet with each lumber grading agency and participating lumber mills
to review documentation
Confirm at participating lumber mills or at points of export that the
shipments of coniferous sawn wood moving under a Mill Certificate
Program are meeting its conditions
Collect and submit to ES the results of the biannual audit by October 1
of each year (see Figure 5-2-19 on page 5-2-44 for an example of a
Biannual Audit Checklist for the Wood Mill Certification Programs)
Designate personnel to conduct biannual audits and randomly inspect
lumber grade agencies and their lumber mills participating in a Mill
Certification Program
Maintain in the regional office those MOUs for Mill Certification
Programs established in the region
Randomly inspect for conformance to the Mill Certification Program
participating lumber mills and shipments of wood at points of export
Randomly review the files and records of participating lumber grading
agencies

Audit results are used to support Mill Certification Programs when
foreign countries inquire about program validity.
5-2-36
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Special Procedures: Special Programs • Lumber Certification
Debarking and Grub Hole Control of Coniferous Sawn Wood
Debarking and Grub Hole Control of Coniferous Sawn Wood
The Mill Certification Program for debarking and grub control of coniferous
sawn wood allows for certifying air-dried coniferous sawn wood or kiln-dried
sawn wood of Thuja spp. going to Member States of the European Union. (See
Figure 5-2-16 on page 5-2-38 and Figure 5-2-17 on page 5-2-39 for an
example of an MOU for debarking and grub control of coniferous sawn wood.)
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5-2-37
Special Procedures: Special Programs • Lumber Certification
Debarking and Grub Hole Control of Coniferous Sawn Wood
Figure 5-2-16 Example of MOU for Debarking and Grub Control of Coniferous Sawn Wood (front)
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Export Program Manual
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Special Procedures: Special Programs • Lumber Certification
Debarking and Grub Hole Control of Coniferous Sawn Wood
Figure 5-2-17 Example of MOU for Debarking and Grub Control of Coniferous Sawn Wood (back)
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5-2-39
Special Procedures: Special Programs • Lumber Certification
Debarking and Grub Hole Control of Coniferous Sawn Wood
Lumber Grading Agencies
See Table 5-2-5 for a list of lumber grading agencies participating in the Mill
Certification Program for debarking and grub control of coniferous sawn
wood. These lumber grading agencies may certify air-dried coniferous sawn
wood or kiln-dried sawn wood of Thuja spp.
Table 5-2-5 List of Lumber Grading Agencies Participating in Mill Certification
Programs for Kiln Drying, Debarking, and Grub Hole Control
Lumber Grading Agency
Lumber Grading Agency Contact
California Redwood Association and Redwood Inspection Service
405 Enfrente Drive, #200
Novato, CA 94949
Christopher Grover
Executive Vice President
Phone: 415-382-0662
FAX: 415-382-8531
Pacific Lumber Inspection Bureau Inc.
1010 S 336th Street, Suite 300
Federal Way, WA 98003
Jeff Fantozzi
Secretary/General Manager
Phone: 253-835-3344
FAX: 253-835-3371
West Coast Lumber Inspection Bureau
Box 23145
Portland, OR 97281-3145
Skeet Rominger
Executive Vice President
Phone: 503-639-0651
FAX: 503-684-8928
Western Wood Products Association
522 SW Fifth Avenue, Suite 500
Portland, OR 97204-2122
Jim Matthews
Assistant Director of Quality Standards
Phone: 503-224-3930
FAX: 503-224-3934
Timber Products Inspection, Inc.
P.O. Box 20455
Portland, OR 97220
Casey Dean
Chief Lumber Inspector
Phone: 503-254-0204
FAX: 503-252-9267
Certificate of Debarking and Grub Hole Control
This Mill Certification Program allows for the certification of debarking and
grub hole control for coniferous sawn wood of only Thuja spp. going to
Member States of the European Union. Air-dried coniferous sawn wood must
have mill certification that the wood is free from bark and grub holes larger
than 3 millimeters in diameter. The mill certificates must be presented to PPQ
for conversion to PPQ Form 577 (see Figure 5-2-18 on page 5-2-41 for an
example of the Certificate of Debarking and Grub Hole Control).
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Export Program Manual
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Special Procedures: Special Programs • Lumber Certification
Debarking and Grub Hole Control of Coniferous Sawn Wood
Figure 5-2-18 Example of Certificate of Debarking and Grub Hole Control
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Export Program Manual
5-2-41
Special Procedures: Special Programs • Lumber Certification
Debarking and Grub Hole Control of Coniferous Sawn Wood
Mill Certification Program Responsibilities
When an MOU is entered into to establish a Mill Certification Program for
debarking and grub hole control of Thuja spp. going to Member States of the
European Union, the lumber grading agency, the participating lumber mills,
and the PPQ offices each have stipulated responsibilities. These program
responsibilities are listed below for the following:
Lumber Grading Agencies
Lumber Mills
PPQ Duty Stations
PPQ Regional Offices
Lumber Grading Agencies
The responsibilities of lumber grading agencies are as follows:
Perform a monthly check of the Mill Certification Program’ quality
control
Maintain copies of issued certificates
Maintain a list of designated personnel at each participating lumber mill
who are approved to issue mill certificates
Maintain signed agreements with participating lumber mills
Provide training to participating lumber mills’ inspectors
Validate mill certificates issued by participating lumber mills
Lumber Mills
The responsibilities of participating lumber mills are as follows:
Certify unseasoned or air-dried coniferous sawn wood as meeting the
requirements of the foreign country using a Certificate of Debarking and
Grub Hole Control
Designate personnel to issue mill certificates
Inspect unseasoned or air-dried coniferous sawn wood
Send issued mill certificates to the lumber grading agency for final review
and validation
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Special Procedures: Special Programs • Lumber Certification
Biannual Audit Checklist for Certification Programs
PPQ Duty Stations
The responsibilities of PPQ Duty Stations are as follows:
Issue PPQ Form 577s for those shipments of kiln-dried coniferous sawn
wood covered by properly validated mill certificates
Retain copies of validated mill certificates as supporting documentation
for issued PPQ Form 577s
Review validated mill certificates
Verify that lumber grading agencies are participating in Mill Certification
Programs
PPQ Regional Offices
The responsibilities of the designated PPQ regional offices are as follows:
Conduct biannual audits of each lumber grading agency for which an
MOU is signed and of its participating lumber mills (see also Biannual
Audit Checklist for Certification Programs on page 5-2-43) as follows:
Meet with each lumber grade agency and participating lumber mills to
review documentation
Confirm at participating lumber miles or at points of export that the
shipments of coniferous sawn wood moving under a Mill Certificate
Program are meeting its conditions
Collect and submit to ES the results of the biannual audit by October 1
of each year (see Figure 5-2-19 on page 5-2-44 for an example of a
Biannual Audit Checklist for the Wood Mill Certification Programs)
Designate personnel to conduct biannual audits and randomly inspect
lumber grade agencies and their lumber mills participating in a Mill
Certification Program
Maintain in the regional office those MOUs for Mill Certification
Programs established in the region
Randomly inspect conformance to the Mill Certification Program
participating lumber mills and shipments of wood at points of export for
Randomly review the files and records of participating lumber grading
agencies

Audit results are used to support Mill Certification Programs when
foreign countries inquire about program validity.
Biannual Audit Checklist for Certification Programs
See Figure 5-2-19 on page 5-2-44 for an example of a Biannual Audit
Checklist for Mill Certification Programs.
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Special Procedures: Special Programs • Lumber Certification
Biannual Audit Checklist for Certification Programs
Figure 5-2-19 Example of Biannual Audit Checklist for Mill Certification Programs
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Export Program Manual
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Special Procedures: Special Programs • Lumber Certification
Kiln Certification
Kiln Certification
The Animal and Plant Health Inspection Service (APHIS) recognizes the U.S.
Forest Service, Forest Product Laboratory’s, USDA Agricultural Handbook
AH-188: Dry Kiln Operator’s Manual, Chapter 4, Inspection and Maintenance
of Dry Kilns and Equipment, for guidance on kiln certification.
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5-2-45
Special Procedures: Special Programs • Lumber Certification
Kiln Certification
5-2-46
Export Program Manual
12/2013-17
Appendix
A
Appendix A
Internal Communication
Contents
Internal Communication A-1-1
State and County A-1-1
Export Certification Specialist (ECS)
National Operations Manager (NOM)
Export Services (ES) A-1-2
A-1-2
A-1-2
Internal Communication
When personnel involved in the export program require assistance it is
important they receive a prompt response from the appropriate person. To
ensure issues are resolved in a timely fashion, it is important the person
requesting assistance:
Gather all pertinent information
Fill out completely all fields of the Held Shipment Worksheet in the case
of a held shipment
Refer to the proper person for assistance
For questions, concerns, and suggestions relating to the export program, follow
the contact protocol described below.
Whether you are an Authorized Certification Official (ACO) or an applicant,
your contacts should follow this order:
1. Export Certification Specialist (ECS)
2. National Operations Manager (NOM)
3. Export Services (ES)
Additional guidance for obtaining assistance is provided below. To contact:
State and County
Look up local listings for State agriculture officials
In California, contact your county agricultural office
National Plant Board website
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A-1-1
Appendix A: Internal Communication
Internal Communication
Export Certification Specialist (ECS)
Export Certification Specialist contact page
National Operations Manager (NOM)
Raleigh, North Carolina: 919-855-7314 or 919-855-7300
Fort Collins, Colorado: 970-494-7500
Export Services (ES)
General number: 301-851-2309
Email: [email protected]
A-1-2
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11/2013-16
Appendix
B
Appendix B
Phytosanitary Export Database (PExD)
Contents
Introduction B-1-1
Accessing PExD B-1-1
Introduction
The Phytosanitary Export Database (PExD) is a repository of export summary
information. PExD enhances the Plant Protection and Quarantine’s (PPQ)
ability to maintain the export program for United States exporters. PExD will
support PPQ Phytosanitary Issues Management (PIM) Export Services (ES)
with the task of entering export summaries for foreign countries. PExD
provides reusable text to facilitate uniform entry of export summaries. PExD
also provides PPQ staff, state and county cooperators, and exporter users easy
access to export summaries via direct user queries. PExD interfaces with the
Phytosanitary Certificate Issuance & Tracking System (PCIT) application
processing. During application processing users are provided with pertinent
export summaries based on the consignee country, application commodities
and other data contained in the application. PExD contains phytosanitary
import requirements of U.S. origin commodities to foreign commodities. This
information may be retrieved by users with access to PCIT.
Accessing PExD
You can access PExD in the left hand navigation menu in any PCIT account
home page or via the PExD link at the bottom of the PCIT login page.
11/2011-12
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B-1-1
Appendix B: Phytosanitary Export Database (PExD)
Accessing PExD
B-1-2
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11/2011-12
Appendix
C
Appendix C
Phytosanitary Certificate Issuance & Tracking
(PCIT)
Contents
Introduction C-1-1
Features C-1-2
PCIT Facts C-1-3
PCIT Tips C-1-3
Training Website C-1-4
Available Assistance C-1-4
Introduction
The Phytosanitary Certificate Issuance and Tracking (PCIT) System automates
the issuance of a phytosanitary certificate, including collection and tracking of
its related information, for eligible agricultural commodities being exported to
foreign countries.
The Web-based PCIT application is available nationwide for use now and was
developed to meet the following objectives:
Enable the creation of electronic phytosanitary certificates
Provide data standards to facilitate data integrity for reporting and
interfacing with foreign governments
Protect the PCIT data by incorporating defined security requirements
To use PCIT please contact your Export Certification Specialist (ECS) to
enroll.
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Appendix C: Phytosanitary Certificate Issuance & Tracking (PCIT)
Features
Features
Faster certificate generation
Customizable templates
Certificate archiving
Reduced need for on-site paper record maintenance
56,000+ scientific and common commodity name database
Ability to collect State and County Fees
Various State Certificates are now available
Applicants may now print a draft certificate
Ability to enter multiple Quantity and Unit pairings
Ability to enter multiple Number of Packages and Package pairings
Display the submission time for each application on the My Duty Station
Workload and My Workload pages
Ability to create Treatment templates to apply common treatments quickly
Standardized left navigation menu for all users
Easy to use context help is included in PCIT on key fields to assist in
identifying the type of information to be entered in the associated field
Within the PCIT application, links to web pages such as PExD, PPQ, and
the Export Program Manual (XPM)
Contact Us page with:
Link to PPQ, Export Services website
Technical requirements for using PCIT
A link to download the USDA PCIT User’s Guide
A link to PCIT Release Notes
A link to PCIT Accessibility Guidelines
Cost incurred on a per certificate basis, not on a per page basis
EXAMPLE
C-1-2
An export certificate that uses three pages will incur the same cost
as a certificate that uses only one page.
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Appendix C: Phytosanitary Certificate Issuance & Tracking (PCIT)
PCIT Facts
PCIT Facts
No fees are removed from accounts until certificates are in Issued status.
PCIT will not allow the PPQ Form 577 or 579 to be completed without
sufficient funds.
Applicants using PCIT may run a debit transaction report to view all
credits and debits made to their account.
If applicants are not using PCIT, but the duty station is using PCIT, then
the duty station may run a debit transaction report to view all credits and
debits made for individual applicants.
If a company submits an application, duty stations will never need to
create a shell account.
The use of wildcard searches can increase the effectiveness of your search
in PCIT. Entering less specific information yields a larger result.
One person should register the organization. That person is the
organization administrator.
Administrators can add users to the organization and designate others as
administrators.
Browser “BACK” button does not work.
Copies can be printed at any time.
No more four part forms.
Continuation pages will be generated by PCIT.
PCIT Tips
Name templates so entire organization understands what they represent.
Use singular names for commodities: apple vs. apples.
If you find no matches, put asterisks (*) around the commodity to get
more results.
EXAMPLE
 Plum returns 35 entries
 *Plum* returns 147 entries
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Appendix C: Phytosanitary Certificate Issuance & Tracking (PCIT)
Training Website
Training Website
The training site is available at any time for trial.
To access the training site, contact your local ECS for a training site ID and
password.
Available Assistance
PCIT Quick Reference Guides are simple one page guides, broken down
by topic and user, to help you quickly understand the basics of using
PCIT.
PCIT online help is designed both as a course in using PCIT and as an
ongoing reference while you are working with the application.
PCIT Helpdesk: 1-866-HLP-PCIT (1-866-457-7248)
email: [email protected]
Export Services: Michael Perry (301-851-2279)
email: [email protected]
National Operations Managers
Raleigh, North Carolina: (919) 855-7314 or 919-855-7300
Fort Collins, Colorado: 970-494-7500
C-1-4
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Appendix
D
Appendix D
Responsibilities
Contents
Applicants D-1-1
Authorized Certification Officials (ACOs) D-1-2
Export Certification Specialists (ECSs) D-1-3
Trade Specialists D-1-4
National Operations Managers (Export Certification and Trade)
Export Services (ES) D-1-6
D-1-5
Applicants
The responsibilities of the applicant include the following:
1. Present all original official communication from the foreign country and
the English translation. Applicants are responsible for the accuracy of all
translations.
2. Submit a request for phytosanitary certification, preferably with
Phytosanitary Certificate Issuance and Tracking (PCIT). Applicants can
download PPQ Form 572 from the APHIS Forms Library.
3. Provide all necessary documentation, which may include import permits
(IP), bills of lading, manifests, shipping invoices, foreign export
certificates, and inspection certificates.
4. Provide third country import requirements for reexport certification.
5. Ensure the commodity is available for inspection, sampling, testing, etc.
The applicant is responsible to ensure the shipment is sampled and/or
inspected prior to loading containers.
6. Provide labor to open and close packages and adequate facilities to perform
the inspection. The facilities must include supplies, equipment, and proper
lighting for an efficient inspection before certification.
7. Provide for any required treatments, reconditioning, or other actions to
meet the import requirements of the foreign country.
8. Export only those commodities properly inspected and certified under an
export certificate.
9. Safeguard the certified shipment from infestation between the date the
shipment was sampled and the actual shipping date, and ensure the
certified shipment departs within the time limits specified by the importing
country.
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Appendix D: Responsibilities
Authorized Certification Officials (ACOs)
Authorized Certification Officials (ACOs)
The responsibilities of ACOs include the following:
1. Identify the foreign import requirements for a commodity and determine
whether the commodity meets the requirements.
2. Verify the contents of the shipment with the PPQ Form 572, inspection
certificates, State certificates, agency reports, or any other supporting
documents.
3. Verify a reexport commodity has been safeguarded and/or inspected to
determine that it meets the importing country’s requirements.
4. Advise applicants when their commodity is ineligible for certification and
explain PPQ’s policy regarding eligibility.
5. Advise applicants regarding a country’s specified time limits. Refer to the
Definitions of Terms and Coded Abbreviations in an Export Summary for a
country’s time limits.
6. Advise applicants on the status of a pending shipment. When samples are
drawn for laboratory examination or when there will be delays in certifying
the shipment, let the applicant or the shipping company know so the
shipment is not inadvertently loaded and exported before certification.
7. Inspect the commodity to determine that it meets the importing country’s
requirements.
8. Refuse to issue export certificates for prohibited commodities or
commodities that do not meet a country’s import requirements.
9. Issue export certificates only for eligible commodities according to PPQ
policy (see Determining Eligibility on page 3-3-2).
10. Monitor or supervise any treatment for export.
11. Prepare certificates in English. They can be handwritten or typed unless
specified otherwise in an Export Summary.
12. Forward the record copy of each certificate to your ECS. Attach copies of
IPs and other supporting documents (including translated documents with
the original foreign-language document) used for certifying each shipment.
If using the attachment feature in PCIT, ACOs may skip this step.
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Appendix D: Responsibilities
Export Certification Specialists (ECSs)
Export Certification Specialists (ECSs)
ECS responsibilities are as follows:
1. Ensure the continuity, credibility, and integrity of PPQ’s export program by
providing training and quality control functions.
2. Serve as technical liaison among local, State, regional, and national
officials regarding export certification. Be knowledgeable in agricultural
production and commodity management practices in order to provide
recommendations that enhance export protocols.
3. Serve as point of contact and expert on phytosanitary issues for all ACOs
in their area.
4. Show proficiency in the use and training of Phytosanitary Certificate
Issuance & Tracking (PCIT) to promote uniformity of certificate issuance
within the export program.
5. Be proficient using the Export Program Manual (XPM), the Phytosanitary
Export Database (PExD), and other databases, such as the Germplasm
Resources Information Network (GRIN) database. Notify ES of needed
changes and updates to the information.
6. Review (at least monthly) 5% of all certificates issued by ACOs within
their area for compliance with policy and foreign import requirements.
7. Investigate the issuance of certificates for shipments that have been
detained or rejected by the importing country. This should include
verifying documents, adherence to certification policy and procedures, and
conformance with the importing countries’ phytosanitary requirements.
Aid applicants and ACOs in negotiating the release of detained shipments.
8. Inform supervisors, the National Operations Manager (NOM), and ES1
when certificate issuance may cause financial liability to the USDA or its
employees, financial loss to the shipper or industry, or damage to the
credibility of the export program.
9. Ensure an effective accountability system is established and maintained by
SPHDs and State Plant Regulatory Officials (SPROs) for issued
certificates.
10. Participate in periodic workshops conducted by ES.
11. Review and nominate cooperators, along with their qualifications, to ES
for granting accreditation to issue certificates in conformance with Federal
regulations. (See Special Programs • Federal-State Cooperative Export
Program on page 5-1-1.)
1 Export Services, USDA-APHIS-PPQ, 4700 River Road, Unit 140, Riverdale, Maryland 20737; 
Phone 301- 851-2279; FAX 301-734-7639.
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Appendix D: Responsibilities
Trade Specialists
12. Maintain accreditation records for all ACOs in PCIT. Notify ES of
cooperators who transfer, retire, or otherwise separate from Federal, State
or County employment.
13. Follow Memorandum(s) of Understanding (MOU) for the Federal-State
Cooperative Program. Notify ES of needed changes. If a signed copy of a
State’s MOU is needed, contact the PPQ regional office.
14. Conduct field audits involving review of facilities to ensure compliance
with Federal regulations, policies and procedures, and PPQ’s obligations to
bilateral agreements and protocols, MOUs, and international standards.
15. Assist with Freedom of Information Act (FOIA) requests. Assist
Investigative and Enforcement Services staff (USDA-APHIS-IES) offices
to research and obtain information related to cases involving the certificate
issuance.
16. Assist in reviewing new export protocols and work plans. Provide input to
export program officials during development of new certification policies
and procedures or modification of existing ones.
Trade Specialists
Trade Specialists have the following responsibilities:
1. Work with visiting foreign officials to address work plan compliance and
new market access issues.
2. Serve as a resource for stakeholders, including ACOs and ECSs, to help
interpret regulations and their implementation.
3. Interpret and implement work plans at both a local and multi-state level.
4. Investigate problems in the field related to the work plans.
5. Serve as liaison with the field and PIM.
6. Maintain active relationships with stakeholders in export certification
matters.
7. Inform the Regional Program Manager, ECS, and SPHD of potential
problems.
8. Facilitate exports within assigned areas.
9. Maintain familiarity with agriculture production and commodity
management practices in specialized areas to give expertise that could lead
to recommendations of modification in practices at the producer/local/State
levels in ways that better support export protocols.
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Appendix D: Responsibilities
National Operations Managers (Export Certification and Trade)
10. Conduct field audits involving review of facilities, to ensure conformance
with Federal regulations, policies, and procedures. Ensure that PPQ’s
obligations to bilateral agreements, protocols, MOUs, and International
Standards are met.
11. Facilitate meetings between industry and foreign officials, to assure work
plan requirements are met and to negotiate and resolve disagreements and
procedural problems. Coordinate and arrange site visits to monitor work
plan compliance of existing programs.
12. Visit domestic packing sites to review export programs for compliance
with established protocol.
National Operations Managers (Export Certification and Trade)
National Operations Managers have the following responsibilities:
1. Support and facilitate trade while considering program, stakeholder,
economic, and political interests by following export and import guidelines
for agricultural commodities.
2. Provide guidance and direction regarding PPQ policy, regulations,
procedures, etc. to customers and stakeholders. Act as resource and
consultant to the field regarding technical and operational issues.
3. Monitor program activities and the effective utilization of resources.
4. Interact with ECSs through regional workshops, conference calls, and
other support as needed.
5. Assist the Phytosanitary Issues Management (PIM) staff with trade issues
by facilitating the development and implementation of work plans for
exports and imports.
6. Gather information for new and continuing export markets from the field.
7. Provide advice, information, and support in developing guidelines for
program objectives.
8. Identify problem areas and recommend corrective measures.
9. Contribute to effective management and control systems for program
activities.
10. Prepare reports and recommendations for Senior RPM regarding program
issues.
11. Remain abreast of program changes and emerging issues.
12. Support, promote, communicate, and carry out PPQ departmental and
administrative policy.
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D-1-5
Appendix D: Responsibilities
Export Services (ES)
13. Investigate the issuance of export certificates for detained shipments.
Verify documents, confirm adherence to certification policy and
procedures, and assure conformance with foreign countries’ plant import
requirements. Aid agricultural applicants and ACOs in negotiating the
release of detained shipments.
Export Services (ES)
ES is responsible for the following:
1. Establish export certification policy.
2. Maintain current information on the phytosanitary requirements of foreign
countries.
3. Analyze and prepare export summaries of the phytosanitary requirements
for use by ACOs and other interested parties.
4. Monitor the export program to ensure credibility of the export program.
5. When possible, assist U.S. applicants with held shipments.
6. Ensure only authorized inspectors and ACOs inspect and certify the
phytosanitary conditions of commodities offered for export.
D-1-6
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Appendix
E
Appendix E
Collecting State and County Export Certificate
Fees
Setting Up Collection of State and County Fees in PCIT
PCIT has the ability to collect State and county export certificate fees
according to their individual regulations as well as the Federal administrative
fee. This is an optional feature in PCIT. Any State or county interested in
participating in this process must review the following information and follow
these steps:
General Guidelines
PCIT collects fees only at the certificate level
PCIT can collect fees only for issued certificates1
Fees are deducted from an applicant’s account when certificates are in
issued or printed status
ACOs will be unable to complete certificates that lack funds in the
applicant’s account
PPQ Responsibility
PPQ will assist any State or County with the initial setup in PCIT
PPQ will remit any State or County fees by the 15th day of the month
PPQ will process refunds of balances within PCIT
State or County Responsibility
ACOs must complete Issued-Pending certificates within one month of
creation
Participating States and counties must use PCIT for all Federal export
certificates2
States or Counties are responsible for remitting all fees collected with
paper checks and money orders to PPQ
States or Counties must check PCIT for accuracy of fees
1 If a State or County charges by time and mileage and an inspection fails to lead to an issued certificate,
PCIT cannot collect fees for that time and mileage.
2 When PCIT is down, ACOs may use multipart paper forms. However, the ACO must enter the certificate
identification number into PCIT to subtract the necessary fees. ACOs may charge for PPQ Form 578 fees
in PCIT.
03/2010-01
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E-1-1
Appendix E: Collecting State and County Export Certificate Fees
Setting Up Collection of State and County Fees in PCIT
States or counties can update charges per certificate in PCIT up to the
seventh day of the month following issuance of a certificate
Once fees are remitted, refunds for certificates become the responsibility
of the State or county
State or county effective rates must start on the first of the month and
cannot be back-dated
Step 1: Initial Setup of State or County Fee Remittance
Use the worksheet shown in Figure E-1-1 on page E-1-3.
Step 2: Initial Setup of Fee Schedule in PCIT
Once Step 1 is completed, the State or county contact will be granted the
appropriate financial role in PCIT and contacted by PPQ.
E-1-2
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03/2010-01
Appendix E: Collecting State and County Export Certificate Fees
Setting Up Collection of State and County Fees in PCIT
State and County Fee
Remittance Worksheet
Initial
Update
1. State or County entity name
(Dept. of Agriculture, Dept. of Weights and Measures, etc.)
2. Primary Contact Name
3. Address
4. City
5. State
6. Zip Code
7. Email
8. Phone Number
9. Fax Number
10. Data Universal Numbering System (DUNS) number
Note: Please ensure the DUNS number above is valid and active before submission.
11. Federal Identification Number
_
12. In the Central Contractor Registration (CCR) system?
Yes
No
13. Bank Routing Number
15. Bank Name
14. Bank Account Number
16. Date
Checking Account
Savings Account
17. Signature
This information may be either e-mailed or faxed to :
Email: Christian Dellis ([email protected]) or Marcus McElvaine ([email protected])
or
FAX: 301-734-7639 (Attention Christian Dellis or Marcus McElvaine)
Privacy Act Statement: Collection of this information is authorized by 31 U.S.C. 3332(g), 3325(d), and 7701(c). The information will be used by the Government to make
payments by electronic funds to a vendor. This information may also be used for income reporting and for collecting and reporting any delinquent amounts arising
out of a vendor’s relationship with the Government. Disclosure of the information by the vendor is mandatory. Failure to provide the requested information may
result in the delay or withholding of payments to the vendor.
Figure E-1-1 Initial Setup for State and County Fee Remittance Worksheet
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E-1-3
Appendix E: Collecting State and County Export Certificate Fees
Setting Up Collection of State and County Fees in PCIT
E-1-4
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03/2010-01
Appendix
F
Appendix F
Supplemental Forms
Contents
Introduction F-1-1
AMS Form FV 146, Certificate of Quality and Condition (Processed Foods)
F-1-2
AMS Form FV 147, Certificate of Quality and Condition (Processed Foods)
Quality Assurance F-1-3
AMS Form FV 149, Certificate of Quality and Condition (Processed Foods)
Continuous Inspection F-1-4
AMS Form FV 294, Report on Sanitary Inspection F-1-5
APHIS Form 47, Transmittal and Receipt for Accountable Items F-1-6
APHIS Form 94, Record of Public Funds Received F-1-7
FGIS Form 921-2, Inspection Report–Insects in Grain F-1-9
Form FV-66, Report of Inspection F-1-14
Held Shipment Worksheet F-1-15
Guidance for Submitting Held Shipment Worksheet F-1-16
PPQ Form 576, Attachment Sheet for Phytosanitary Certificate or
Phytosanitary Certificate for Reexport F-1-17
Purpose of PPQ Form 576 F-1-18
Instructions to Complete PPQ Form 576 F-1-18
Introduction
This appendix includes official forms that are used as part of the export
certification process that Authorized Certification Officials (ACOs) or
applicants may complete (wholly or partially), sign, and distribute. These
forms are supplemental to the export certificates that ACOs issue for
certifiable commodities offered for export.
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F-1-1
Appendix F: Supplemental Forms
AMS Form FV 146, Certificate of Quality and Condition (Processed Foods)
AMS Form FV 146, Certificate of Quality and Condition (Processed Foods)
AMS Form FV 146, Certificate of Quality and Condition (Processed Foods) may be used in place of
inspection. See Figure F-1-1 for an example of AMS Form FV 146CS (11-01).
Figure F-1-1 Example of AMS Form FV 146CS (11-01), Certificate of Quality and Condition (Processed
Foods) (blank)
F-1-2
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Appendix F: Supplemental Forms
AMS Form FV 147, Certificate of Quality and Condition (Processed Foods) Quality Assurance
AMS Form FV 147, Certificate of Quality and Condition (Processed Foods)
Quality Assurance
AMS Form FV 147, Certificate of Quality and Condition (Processed Foods) Quality Assurance may
be used in place of inspection. See Figure F-1-2 for an example of AMS Form FV 147CS (9-92).
Figure F-1-2 Example of AMS Form FV 147CS (9-92), Certificate of Quality and Condition (Processed
Foods) Quality Assurance (blank)
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Appendix F: Supplemental Forms
AMS Form FV 149, Certificate of Quality and Condition (Processed Foods) Continuous Inspection
AMS Form FV 149, Certificate of Quality and Condition (Processed Foods)
Continuous Inspection
AMS Form FV 149, Certificate of Quality and Condition (Processed Foods) Continuous Inspection
may be used in place of inspection. See Figure F-1-3 for an example of AMS Form FV 149CS (9-92).
Figure F-1-3 Example of AMS Form FV 149CS (9-92), Certificate of Quality and Condition (Processed
Foods) Continuous Inspection (blank)
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Appendix F: Supplemental Forms
AMS Form FV 294, Report on Sanitary Inspection
AMS Form FV 294, Report on Sanitary Inspection
AMS Form FV 294, Report on Sanitary Inspection may be used in place of inspection.
See Figure F-1-4 for an example of AMS Form FV 294 (5-84).
Figure F-1-4 Example of AMS Form FV 294 (5-84), Report on Sanitary Inspection (blank)
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F-1-5
Appendix F: Supplemental Forms
APHIS Form 47, Transmittal and Receipt for Accountable Items
APHIS Form 47, Transmittal and Receipt for Accountable Items
Figure F-1-5 Example of APHIS Form 47, Transmittal and Receipt for Accountable Items (blank)
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Appendix F: Supplemental Forms
APHIS Form 94, Record of Public Funds Received
APHIS Form 94, Record of Public Funds Received
RECORD OF PUBLIC FUNDS RECEIVED
USDA-APHIS
2. DATE FORWARDED
INSTRUCTIONS: See reverse side. For detailed instruction, refer to the APHIS
Budget and Accounting Manual.
3. TO
1. TRANSMITTAL NO.
4. FROM
USDA, APHIS
P.O. Box 979043
St. Louis, MO 63197-9000
5.
DATE
RECEIVED
6. FOR MRPBS-ASD
USE ONLY
7.
AMOUNT
8.
9.
REMITTER
PURPOSE/ACCOUNTING CODE
$
10. TOTAL AMOUNT
SENT
RECEIVED
(Return copy to sender in Item 4 above)
11. SENT BY (Signature)
13. AMOUNT
14. RECEIVED BY (Signature)
$
12. TITLE
APHIS FORM 94 (JUN 2006)
15. DATE
PART 1 - USDA-APHIS
16. TITLE
PART 2 - USDA-APHIS (FOR RECEIPT AND RETURN)
PART 3 RETAIN UNTIL RECEIPTED COPY RETURNED
Figure F-1-6 Example of APHIS Form 94, Record of Public Funds Received (blank)
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Appendix F: Supplemental Forms
APHIS Form 94, Record of Public Funds Received
COLLECTION PROCEDURES
Cash collections must be converted to a money order or cashier's check before submission to USDA-APHIS,
P.O. Box 979043, St. Louis, MO 63197-9000. Do not send cash through the mail and do not convert cash to a
personal check. Cash collected must not be used to pay for money orders or cashier's checks. If necessary, use
personal funds for the cost of purchasing the money order or cashier's check and claim reimbursement on an
SF-1164, Claim for Reimbursement for Expenditures on Official Business. Checks and money orders should be
made payable to USDA-APHIS. All collections should be transmitted for deposit within 24 hours if practical, but
no later than the second workday from date of collection.
COMPLETION INSTRUCTIONS
1. Use this form to document the receipt and transmittal of collections.
2. Complete the original and two copies of the form.
3. Forward the original and one copy of the form along with the collection to: USDA-APHIS,
P.O. Box 979043, St. Louis, MO 63197-9000.
4. Retain one copy of the form until a receipted copy is received from APHIS.
5. File the receipted copy.
APHIS FORM 94 (Reverse)
Figure F-1-7 APHIS Form 94 (Reverse)
F-1-8
Export Program Manual
05/2014-19
Appendix F: Supplemental Forms
FGIS Form 921-2, Inspection Report–Insects in Grain
FGIS Form 921-2, Inspection Report–Insects in Grain
FGIS Form 921-2, Inspection Report–Insects in Grain, may be used in place of inspection.
See Figure F-1-8 for an example of FGIS Form 921-2.
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Figure F-1-8 Example of FGIS Form 921-2, Inspection Report–Insects in Grain
05/2014-19
Export Program Manual
F-1-9
Appendix F: Supplemental Forms
FGIS Form 921-2, Inspection Report–Insects in Grain
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Form FGIS-921-2 (Reverse)
of
Page
Figure F-1-9 Example of Form FGIS-921-2, Inspection Report–Insects in Grain (Reverse)
F-1-10
Export Program Manual
05/2014-19
Appendix F: Supplemental Forms
FGIS Form 921-2, Inspection Report–Insects in Grain
Instructions for Completing Form FGIS 921-2
“INSPECTION REPORT – INSECTS IN GRAIN.”
1.
Name and address of the shipper.
2.
Location of elevator where the barge, vessel or carriers (railcars, containers) were
loaded.
3.
Type of grain/commodity examined for insects.
4.
Total quantity (pounds or metric tons) of the grain/commodity that was loaded on
the barge or vessel, or the number of containers and/or hopper cars.
5.
If applicable grain inspection certificate number representing the containers/vessel
shown on this report.
6.
Indicate if this “Insects in Grain Report” is the original or has been corrected.
7.
Destination country for the grain/commodity.
8.
Name of the vessel or barge identification number/name.
9.
Dates the loading of the barge/vessel, unit train, container booking started and
completed.
10.
Sublot Number or Carrier Identification (e.g., container, railcar, or truck). List
individual carrier IDs separately in the space provided on front of form. If the
number of sublots or carrier ID’s exceed the available spaces, then use the front of
another form for the remainder of sublots or carrier ID’s. Use the back of the form
for unit trains to list the railcar ID’s associated with the sublot listed on front of
the form.”
11.
Applicable for containers only. Date the grain/commodity was loaded and
examined for insects.
12.
Stowage (Hold Nos.), location where the grain/commodity for that particular
sublot is stowed.
13.
Enter the approximate quantity (pounds) of the grain/commodity in the bargelot
or sublot. For railcars and containers, use the actual weight of the lot or use the
appropriate carrier terms (e.g., hopper, carlot, unit train, and container).
14.
Number of live insects found in the corresponding sublot or carrier (if any).
Page 1
Figure F-1-10 Instructions for Completing Form FGIS-921-2 (Page 1)
05/2014-19
Export Program Manual
F-1-11
Appendix F: Supplemental Forms
FGIS Form 921-2, Inspection Report–Insects in Grain
15.
Check the box if the grain/commodity examined meets the FGIS criteria for
“Infested” or “Sample Grade” (SG) because of live insect infestation. Mark this
column only as it applies to insects, not any other SG condition.
Note: The FGIS designation “Sample Grade” is applicable to beans, lentils, peas,
and rice when infested with live weevils or other live insects injurious to stored
grain. Sample Grade is also applicable to lots of milled rice that contain dead
insects. Do not report milled rice lots that are “Sample Grade” due to dead
insects. The FGIS designation of “Infested” is applied to the grains, barley,
canola, corn, flaxseed, mixed grain, oats, rye sorghum, soybeans, sunflower seed,
triticale, and wheat when they are infested with live weevils or other live insects
injurious to stored grain.
16.
Name of any insect found in the corresponding sublot or carrier. Identify by
using the insect’s common name (e.g., Rice Weevil, Red Flour Beetle). DO NOT
USE TERMS THE TERMS “BRAN BUG” OR “OLI.”
17.
Place any remarks, if needed, in this section. The reverse of the form may be
used if additional space is needed.
18.
Name of inspector completing this form along with the name of the official
service provider or the official service provider’s alpha identifier.
Note Section 19 - 27: Complete these sections for fumigation of vessels where official
personnel are present to witness the application of the fumigant. For containers or
railcars that are fumigated when official personnel are not physically present to witness
the fumigation, the required fumigation documentation may be attached to the form.
19.
Date that the grain/commodity in the noted sublot/barge/railcar/container was
fumigated.
20.
Fumigation method used to treat the grain/commodity. (Leave this space blank)
21.
The stowage space (e.g., hold numbers, container number, rail car number) that
was fumigated.
22.
Type of chemical used to fumigate the grain/commodity.
23.
The concentration level of the fumigant used.
24.
Length of time the stowage area (e.g., vessel holds, railcar, container, and barge)
needs to be secured for a proper treatment of the grain/commodity.
25.
The air temperature at the time of fumigation.
Page 2
Figure F-1-11 Instructions for Completing Form FGIS-921-2 (Page 2)
F-1-12
Export Program Manual
05/2014-19
Appendix F: Supplemental Forms
FGIS Form 921-2, Inspection Report–Insects in Grain
26.
Total quantity of grain/commodity fumigated expressed in metric tons, if known.
For railcars and containers, use the actual weight or use the appropriate carrier
terms (e.g., hopper, carlot, unit train, and container).
27.
Name of the inspector who verified the fumigation process. Complete this block
only if official personnel were present to observe the fumigation.
CONTACT INFORMATION:
Contact the field office responsible for the geographic area in which the service will be provided.
Details for these locations can be found at:
http://www.gipsa.usda.gov/GIPSA/webapp?area=home&subject=fc&topic=fsp
For further information on the Inspection Report - Insects in Grain:
Robert J. Dorman
Policies, Procedures Market Analysis Branch
Field Management Division
1400 Independence Avenue, SW, Room 2409 N
Washington, DC 20250-3630
Telephone:
Fax:
Email:
(202) 720-0276
(202) 720-1015
[email protected]
Page 3
Figure F-1-12 Instructions for Completing Form FGIS-921-2 (Page 3)
05/2014-19
Export Program Manual
F-1-13
Appendix F: Supplemental Forms
Form FV-66, Report of Inspection
Form FV-66, Report of Inspection
Figure F-1-13 Example of Form FV-66, Report of Inspection
F-1-14
Export Program Manual
05/2014-19
Appendix F: Supplemental Forms
Held Shipment Worksheet
Held Shipment Worksheet
Held Shipment Worksheet
To: Export Services, attention:
From:
Date:
Email address:
Print Held Shipment Worksheet
Fax: (301) 734-7639
Phone:
Exporter Contact Information
Exporter’s name:
Email address:
Phone:
Location of Held Shipment
Country:
Port of entry:
Dated shipped:
Date shipment held:
Contact name at point of entry:
Contact information:
Commodity Information
Common name:
Botanical name:
Estimated value of the commodity: $
Plant Part:
Certificate Issuance
Was an export certificate issued?
Enter certificate number(s):
Yes
No
If all the pertinent information is in PCIT, only submit this form
of the following should be attached, if pertinent to the consignment:
Rejection notice from the foreign NPPO
U.S. or foreign phytosanitary certificate or export certificate
Import permit or other form of official communication from NPPO stating import requirements
Inspectional records
Laboratory analyses
Field inspection records
Treatment documentation
x Container numbers
x Bill of lading
Copies
x
x
x
x
x
x
x
Reason for Held Shipment
Notice: The information collected on this worksheet will be shared with USDA cooperators and foreign National Plant Protection Organization (NPPO)
officials to obtain the release of the shipment listed above.
ES– 05/2010-01
Figure F-1-14 Held Shipment Worksheet
05/2014-19
Export Program Manual
F-1-15
Appendix F: Supplemental Forms
Held Shipment Worksheet
Guidance for Submitting Held Shipment Worksheet
Submit the worksheet illustrated in Figure F-1-14 on page F-1-15 to ES using
the contact protocol (Appendix A) for help with held shipments.
ES may be able to assist applicants whose shipments are being detained for
phytosanitary reasons. In order for ES to assist with consignments being held
at the port of destination, ES must have copies of as much of the
documentation pertaining to the consignments as possible.
All documentation must be legible and in English. The ACO, not the applicant,
must supply supporting documentation pertaining to phytosanitary actions.
Examples of these types of documents are inspection records and fumigation
documents.
The submitting ECS must fully review all documentation for completeness and
accuracy before forwarding to ES. Alert ES of any problems with the
documentation.
The Held Shipment Worksheet is available in fillable pdf and Word formats.
F-1-16
Export Program Manual
05/2014-19
Appendix F: Supplemental Forms
PPQ Form 576, Attachment Sheet for Phytosanitary Certificate or Phytosanitary Certificate for Reexport
PPQ Form 576, Attachment Sheet for Phytosanitary Certificate or
Phytosanitary Certificate for Reexport
Figure F-1-15 Example of PPQ Form 576, Attachment Sheet for Phytosanitary Certificate or
Phytosanitary Certificate for Reexport
05/2014-19
Export Program Manual
F-1-17
Appendix F: Supplemental Forms
PPQ Form 576, Attachment Sheet for Phytosanitary Certificate or Phytosanitary Certificate for Reexport
Purpose of PPQ Form 576
PPQ Form 576, Attachment Sheet for Phytosanitary Certificate or
Phytosanitary Certificate for Reexport is used when the required information
for phytosanitary certification does not fit on the original PPQ Form 577 or
579. PPQ Form 576 can only include information that would normally be
included on a PPQ Form 577 or 579. Reference to the attachment must be
included in the appropriate block of the original PPQ Form 577 or PPQ Form
579. Multiple blocks on the PPQ Form 577 or PPQ Form 579 may reference
this attachment sheet (PPQ Form 576).
NOTICE
The PPQ 576 attachment sheet cannot be used for PPQ Form 578.
Instructions to Complete PPQ Form 576
Refer to Table F-1-1 on page F-1-19.
F-1-18
Export Program Manual
05/2014-19
Appendix F: Supplemental Forms
PPQ Form 576, Attachment Sheet for Phytosanitary Certificate or Phytosanitary Certificate for Reexport
Table F-1-1 Instructions to Complete PPQ Form 576, Attachment Sheet for
Phytosanitary Certificate or Phytosanitary Certificate for Reexport
05/2014-19
If the block is:
Then follow these instructions:
1. ADDENDUM TO
NO.
ENTER the serial number of the PPQ 577 or PPQ 579 that the attachment references.
2. DATE
ENTER the date the attachment was issued by the certifying officer
(must be the same date as the issuance date of the PPQ 577 or PPQ
579).
3. PAGE NO.
ENTER the page number of the attachment (if one attachment page,
1/1; if two attachment pages, 1/2 and 2/2).
4. ADDITIONAL
INFORMATION
ENTER the additional information. Be sure to first reference the corresponding section of the PPQ 577 or PPQ 579. If more than one section is included on the attachment sheet, a single horizontal line will
indicate the start of another section. Line out any unused portions of
the form (see example below).
5. NAME OF
AUTHORIZED
OFFICER
TYPE or PRINT the name of the ACO who will sign the certificate.
The signature on the PPQ 576 must be the same as the name on the
original PPQ 577 or PPQ 579.
6. SIGNATURE OF
AUTHORIZED
OFFICER
SIGN your name. The signature must match the name entered in
NAME OF AUTHORIZED OFFICER above.
Export Program Manual
F-1-19
Appendix F: Supplemental Forms
PPQ Form 576, Attachment Sheet for Phytosanitary Certificate or Phytosanitary Certificate for Reexport
F-1-20
Export Program Manual
05/2014-19
Glossary
Export Program
Manual
Introduction
Use this Glossary to find the meaning of specialized words, abbreviations,
acronyms, and terms used in export certification. To locate where in the
manual a given definition, term, or abbreviation is mentioned, use the Index.
Some definitions have references such as Committee of Experts on
Phytosanitary Measures (CEPM), Food and Agriculture Organization (FAO),
Interim Commission on Phytosanitary Measures (ICPM), International Plant
Protection Convention (IPPC), and International Standard for Phytosanitary
Measures (ISPM). These definitions are taken directly from the Glossary of
Phytosanitary Terms published in ISPM No. 5.
Refer also to the complete glossary of the North American Plant Protection
Organization (NAPPO). These definitions are published in RSPM No. 5.
Definitions, Terms, and Abbreviations
accreditation. Official recognition of proficiency resulting in the approval and
authority to perform specific tasks or provide specific services in full or partial
support of fulfilling official obligations (RSPM No. 8, Accreditation and
RSPM No. 9, Lab Accreditation). [NAPPO, 2004].
accountability system. System established to maintain the credibility of
PPQ’s entire export program, to deter forgeries and control public misuse of
the export certificates.
Additional Declaration (AD). A statement that is required by an importing
country to be entered on an export certificate and which provides specific
additional information on a consignment in relation to regulated pests [FAO,
1990; revised ICPM, 2005].
Additional Official Phytosanitary Information. Official information that
can be included in the AD block of a phytosanitary certificate for the
facilitation of future reexports of plants or plant products. Exporters must
request that this information be attested to on a phytosanitary certificate and
the request must be supported by lab results, field inspections, etc.
05/2014-19
Export Program Manual
Glossary-1
Glossary
Definitions, Terms, and Abbreviations
Affiliated Island. Island associated with the United States but not fully
integrated as a State (i.e., American Samoa, Guam, the Northern Mariana
Islands, Puerto Rico, and the U.S. Virgin Islands). Affiliated islands are insular
areas monitored by the U.S. Department of the Interior.
agent. Individual who meets the eligibility requirements set forth in 7 CFR
353.6, and who is designated by USDA-APHIS-PPQ to conduct phytosanitary
field inspections of seed crops to serve as a basis for the issuance of export
certificates (7 CFR 353.1).
Agricultural Marketing Service (AMS). Federal agency that is responsible
for inspecting, grading, classing, standardizing, regulating, sampling, testing,
and reporting market news for specific agricultural and food commodities. See
Table 3-4-2 on page 3-4-3 for a list of acceptable inspection certificates.
agricultural seed. Specific varieties of grass, forage, and field crop seed that
are used for seeding purposes in the United States. See 7 CFR 361.1 for a list
of agricultural seed.
antagonist. An organism (usually pathogen) which does no significant
damage to the host but its colonization of the host protects the host from
significant subsequent damage by a pest [ISPM N° 3, 1996].
approved name. Approved names of countries must be used when
completing export certificates The correct approved country name is populated
automatically by PCIT when processing a phytosanitary certificate. The
approved name of the country found in the PExD summary drop down list is
based on ISO Standard 3166-2.
area. An officially defined country, part of a country or all or parts of several
countries [FAO, 1990; revised FAO, 1995; CEPM, 1999; based on the World
Trade Organization Agreement on the Application of Sanitary and
Phytosanitary Measures].
area of low pest prevalence. An area, whether all of a country, part of a
country, or all or parts of several countries, as identified by the competent
authorities, in which a specific pest occurs at low levels and which is subject to
effective surveillance, control or eradication measures [IPPC, 1997].
artificially propagated. Parties of CITES recommend that artificially
propagated only applies to plants grown by man from seeds, cuttings, callus
tissue, spores, or other propagules under controlled conditions. The artificially
propagated stock must be established and maintained in a manner not
detrimental to the survival of the species in the wild, and managed in a manner
designed to maintain the artificially propagated stock indefinitely.
authority. The National Plant Protection Organization, or other entity or
person officially designated by the government to deal with matters arising
from the responsibilities set forth in the Code [ISPM N° 3, 1996].
Glossary-2
Export Program Manual
05/2014-19
Glossary
Definitions, Terms, and Abbreviations
Authorized Certification Official (ACO). A public officer who is authorized
by the National Plant Protection organization (NPPO) and accredited for the
signing of phytosanitary certificates, who 1) possesses the required education,
experience, and training; and 2) has written confirmation of having
successfully passed an approved examination. (RSPM No. 8, Accreditation)
[NAPPO, 2004]. See also accreditation.
authorized entity (AE). An applicant who is authorized by a Federal, State, or
County duty station to complete the information on PPQ Forms 577 or 579,
including the additional declaration and treatment blocks.
authorized port. Specific port identified by the importing country as to where
to direct the entry of commodities. Also called approved port and point of
entry.
bark-free wood. Wood from which all bark excluding the vascular cambium,
ingrown bark around knots, and bark pockets between rings of annual growth
has been removed [ISPM No. 15, 2009].
blended commodities. Commodities that have been mixed together from
different sources.
bran. Pericarp of grain.
brewers dried grains. The dried extracted residue of barley malt alone or in a
mixture with other cereal grain or grain products resulting from the
manufacture of wort or beer and may contain pulverized spent hops.
cake. The mass resulting from the pressing of seeds in order to remove oils,
fats, or other liquids.
certificate. An official document which attests to the phytosanitary status of
any consignment affected by phytosanitary regulations [FAO 1990].
Certified True Copy. The endorsement of an official document (e.g.,
Phytosanitary Certificate) by an Authorized Certification Official (ACO) that
accurately describes a commodity which entered U.S. commerce from a
foreign country.
citrus certification/registration program. An officially approved program
for the production of citrus propagative material according to the applicable
NPPO standards (RSPM No. 16, Citrus). [NAPPO, 2010].
commercial shipment (CITES). According to 7 CFR 355.2, anyone engaged
in business as an importer, exporter, or reexporter of terrestrial plants. To
import, export, or reexport terrestrial plants for the purpose of selling,
bartering, collecting, or otherwise exchanging or acquiring the plants as a
livelihood or enterprise engaged in for gain or profit. This term shall not
include persons engaged in business merely as carriers or customhouse
brokers.
05/2014-19
Export Program Manual
Glossary-3
Glossary
Definitions, Terms, and Abbreviations
commodity. A type of plant, plant product, or other article being moved for
trade or other purpose [FAO, 1990; revised ICPM, 2001].
commodity class. A category of similar commodities that can be considered
together in phytosanitary regulations [FAO, 1990].
commodity pest list. A list of pests occurring in an area which may be
associated with a specific commodity [CEPM, 1996].
confidentiality. Holding information in strict confidence. Authorized
Certification Officials are to hold in strict confidence the information in export
certificates to protect buyers and applicants. See also Confidentiality on page
2-1-4.
consignment. A quantity of plants, plant products and/or other articles being
moved from one country to another and covered, when required, by a single
phytosanitary certificate (a consignment may be composed of one or more
commodities or lots) [FAO, 1990; revised ICPM, 2001].
consignment in transit. A consignment which passes through a country
without being imported, and that may be subject to phytosanitary measures
[FAO, 1990; revised CEPM, 1996; CEPM 1999; ICPM, 2002; ISPM No. 25,
2006; formerly country of transit].
contact protocol. The plan for personnel to follow regarding communicating
questions, concerns, and unresolved issues about export certification.
containment. Application of phytosanitary measures in and around an infested
area to prevent spread of a pest [FAO, 1995].
contaminating pest. A pest that is carried by a commodity and, in the case of
plants and plant products, does not infest those commodities [CEPM, 1996;
revised CEPM, 1999].
contamination. Presence in a commodity, storage place, conveyance or
container, of pests or other regulated articles, not constituting an infestation
(see infestation) [CEPM, 1997; revised CEPM, 1999].
control (of a pest). Suppression, containment or eradication of a pest
population [FAO, 1995].
Glossary-4
Export Program Manual
05/2014-19
Glossary
Definitions, Terms, and Abbreviations
Convention on International Trade in Endangered Species of Wild Fauna
and Flora (CITES). A multinational treaty that regulates the export and reexport of listed species of wild fauna and flora. CITES provides three
appendixes for listing plants:
CITES Appendix I—any genus, species, subspecies, or variety, globally
threatened with extinction through trade
CITES Appendix II—any taxon (the entire family—all genera and all
species) that must be regulated in order to avoid the threat of extinction
through trade
CITES Appendix III—any species, subspecies, or variety listed by one
country in order to enlist the cooperation of other countries to reinforce
domestic conservation measures by regulating trade
cooperator. Plant regulatory officials designated under the Federal-State
Cooperative Program. Cooperators are authorized by the PPQ to inspect and
certify the phytosanitary conditions of commodities offered for export and to
issue export certificates. Officials designated as cooperators must meet or
exceed the basic requirements as detailed in Special Programs • Federal-State
Cooperative Export Program on page 5-1-1.
country of origin (of a consignment of plant products). Country where the
plants from which the plant products are derived were grown [FAO, 1990;
revised CEPM, 1996; CEPM, 1999].
country of origin (of a consignment of plants). Country where the plants
were grown [FAO, 1990; revised CEPM, 1996; CEPM, 1999].
country of origin (of regulated articles other than plants and plant
products). Country where the regulated articles were first exposed to
contamination by pests [FAO, 1990; revised CEPM, 1996; CEPM, 1999].
cube. See pellets.
cut flowers and branches. A commodity class for fresh parts of plants
intended for decorative use and not for planting [FAO, 1990; revised ICPM,
2001].
debarking. Removal of bark from round wood (debarking does not
necessarily make the wood bark-free) [FAO, 1990].
de-hulled. Having removed the outer covering from seeds.
detection. The discovery of a specimen of the target pest (RSPM No. 17, Fruit
Fly Fee Areas). [NAPPO, 2004].
devitalization. A procedure rendering commodities incapable of germination,
growth or further reproduction [ICPM, 2001].
05/2014-19
Export Program Manual
Glossary-5
Glossary
Definitions, Terms, and Abbreviations
distillers’ dried grain. Commodity obtained after the removal of ethyl alcohol
by distillation from the yeast fermentation of a grain or grain mixture by
separating the resultant coarse grain fraction of the whole stillage and drying it
by methods employed in the grain distilling industry. The predominating grain
shall be declared as the first word in the name.
domestic products. Those plants and unprocessed or unmanufactured
commodities grown or produced in the United States or affiliated islands.
dried. Materials from which water or other liquid has been removed.
dunnage. Wood packaging material used to secure or support a commodity but
which does not remain associated with the commodity [FAO, 1990; revised
ISPM No. 15, 2009].
duty station. The official work location of an ACO.
ELISA. Enzyme Linked Immuno-Sorbent Assay (RSPM No. 3, Movement of
Potatoes into a NAPPO Member Country). [NAPPO, 2011].
endangered area. an area where ecological factors favor the establishment of
a pest whose presence in the area will result in economically important loss
[FAO, 1995].
Endangered Species Act (ESA). enabling legislation that provides for the
protection of listed species in two categories:
1. Endangered—any species, subspecies, or variety that is in danger of
extinction throughout all or a significant portion of its range.
2. Threatened—any species, subspecies, or variety that is likely to become
endangered within the foreseeable future throughout all or a significant
portion of its range.
entry (of a consignment). Movement through a point of entry into an area
[FAO, 1995].
entry (of a pest). Movement of a pest into an area where it is not yet present,
or present but not widely distributed and being officially controlled [FAO,
1995].
eradication. Application of phytosanitary measures to eliminate a pest from
an area [FAO, 1990; revised FAO, 1995; formerly eradicate].
establishment. Perpetuation, for the foreseeable future, of a pest within an
area after entry [FAO, 1990; revised FAO, 1995; IPPC, 1997; formerly
established].
Glossary-6
Export Program Manual
05/2014-19
Glossary
Definitions, Terms, and Abbreviations
exotic. Not native to a particular country, ecosystem or ecoarea (applied to
organisms intentionally or accidentally introduced as a result of human
activities). As the Code is directed at the introduction of biological control
agents from one country to another, the term “exotic” is used for organisms not
native to a country [ISPM No. 3, 2005].
experience. In reference to ACO accreditation, A minimum of one year’s
experience in plant protection regulatory activities working with or under the
supervision of an ACO is required. This experience must occur prior to
becoming an ACO (ISPM 8).
export certificate. Any one of three accountable certificates, including PPQ
Form 577, 578, or 579 used for exporting commodities.
Export Certification Specialist (ECS). USDA-APHIS-PPQ specialist who is
responsible for maintaining the quality and credibility of the export program.
Export Services (ES). Headquarters unit within USDA-APHIS-PPQ that
maintains a phytosanitary certification system for exported U.S. agricultural
commodities.
export summary. Interpretation of the plant quarantine import requirements
of a foreign country. Export summaries are not to be considered legally
authoritative; they are written from translated plant quarantine regulations,
official instructions, and other information provided by officials in foreign
countries.
Federal Grain Inspection Service (FGIS). A service program within the
Grain Inspection, Packers and Stockyards Administration Agency that
provides inspection of grain exports that are certified by PPQ Form 577 or 579.
Also, the Federal Grain Inspection Service is responsible for inspecting,
grading, classing, standardizing, sampling, witnessing treatments, and testing
specific agricultural and food commodities.
feed. Edible materials which are consumed by animals.
field. A plot of land with defined boundaries within a place of production on
which a commodity is grown [FAO, 1990].
find free. To inspect a consignment, field or place of production and consider
it to be free from a specific pest [FAO, 1990].
flakes. An ingredient rolled or cut into flat pieces with or without prior steam
conditioning.
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Food and Agriculture Organization of the United Nations (FAO). An
organization that leads international efforts to defeat hunger. Serving both
developed and developing countries, the Food and Agriculture Organization of
the United Nations acts as a neutral forum where all nations meet as equals to
negotiate agreements and debate policy, and is also a source of knowledge and
information.
foreign plant products. Those plants and unprocessed or unmanufactured
plant products that have officially entered U.S. commerce but were grown or
produced in countries other than the U.S. and its affiliated islands.
free from (of a consignment, field or place of production). Without pests
(or a specific pest) in numbers or quantities that can be detected by the
application of phytosanitary procedures [FAO, 1990; revised FAO, 1995;
CEPM, 1999].
fresh. Living; not dried, deep-frozen or otherwise conserved [FAO, 1990].
fruits and vegetables. A commodity class for fresh parts of plants intended
for consumption or processing and not for planting [FAO, 1990; revised
ICPM, 2001].
fumigation. Treatment with a chemical agent that reaches the commodity
wholly or primarily in a gaseous state [FAO, 1990; revised FAO, 1995].
germplasm. Plants intended for use in breeding or conservation programs
(RSPM No. 3, Potatoes). [NAPPO, 2004].
grain. A commodity class for seeds intended for processing or consumption
and not for planting (see seeds) [FAO, 1990; revised ICPM, 2001].
Grain Inspection, Packers and Stockyards Administration (GIPSA). A
Federal agency that facilitates the marketing of livestock, poultry, meat,
cereals, oilseeds, and related agricultural commodities, and promotes fair and
competitive trading practices for the overall benefit of consumers and
American agriculture.
grits. Coarsely ground grain, from which the bran and germ have been
removed, usually screened to uniform particle size.
groats. Grain from which the hulls have been removed.
growing medium. Any material in which plant roots are growing or intended
for that purpose [FAO, 1990].
growing season. Period or periods of the year when plants actively grow in an
area, place of production or production site [FAO, 1990; revised ICPM, 2003].
growing season inspection. An examination of plants during active growth to
verify freedom from specific pests or pathogens. Also may include the growing
media or soil.
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heat treatment. The process in which a commodity is heated until it reaches a
minimum temperature for a minimum period of time according to an official
technical specification [ISPM No. 15, 2009.
hitchhiker pest. See contaminating pest.
hybrid. For CITES purposes, hybrid is the offspring of two genetically
dissimilar taxa where at least one parent is listed in a CITES Appendix. This
would include the offspring of parents belonging to different species, different
genera, and crosses made between a species and a hybrid. Offspring from
parents of the same species (i.e., intra-specific crosses) are regulated as species
and are not considered hybrids.
Import Permit (IP). Official document authorizing importation of a
commodity in accordance with specified phytosanitary import requirements
[FAO, 1990; revised FAO, 1995; ICPM, 2005].
inactivation. Rendering micro-organisms incapable of development [ISPM
No. 18, 2003].
in bulk. A commodity not in packages or boxes, usually transported in large
volume.
infestation (of a commodity). Presence in a commodity of a living pest of the
plant or plant product concerned. Infestation includes infection [CEPM, 1997;
revised CEPM, 1999].
infested area. An area which has been determined to have an established pest
population (RSPM No. 17, Surveillance for Fruit Flies). [NAPPO, 2004].
inspection. Official visual examination of plants, plant products or other
regulated articles to determine if pests are present and/or to determine
compliance with phytosanitary regulations [FAO, 1990; revised FAO, 1995;
formerly inspect].
inspection certificates. Cooperating agencies such as Federal Grain
Inspection Service (FGIS) perform export inspections for specified
commodities and issue certificates that may be accepted by USDA-APHISPPQ in place of inspection. These certificates are based on officially drawn
samples and export inspections conducted by designed FGIS personnel. While
not all certificates are accepted by PPQ in place of inspection, a list of
acceptable inspection certificates issued by FGIS and other agencies is in
Table 3-4-2 on page 3-4-3.
inspector. Person authorized by a National Plant Protection Organization to
discharge its functions [FAO, 1990].
integrity (of a consignment). Composition of a consignment as described by
its Phytosanitary Certificate or other officially acceptable document,
maintained without loss, addition or substitution. [CPM, 2007].
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intended use. Declared purpose for which plants, plant products, or other
regulated articles are imported, produced, or used [ISPM No. 16, 2002].
interception (of a consignment). The refusal or controlled entry of an
imported consignment due to failure to comply with phytosanitary regulations
[FAO, 1990; revised FAO, 1995].
interception (of a pest). The detection of a pest during inspection or testing of
an imported consignment [FAO, 1990; revised CEPM, 1996].
International Plant Protection Convention (IPPC). International Plant
Protection Convention, as deposited with FAO in Rome in 1951 and as
subsequently amended [FAO, 1990].
International Standard for Phytosanitary Measures (ISPM). An
international standard adopted by the Conference of FAO, the Interim
Commission on phytosanitary measures or the Commission on phytosanitary
measures, established under the IPPC [CEPM, 1996; revised CEPM, 1999].
international standards. International standards established in accordance
with Article X paragraph 1 and 2 of the IPPC [IPPC, 1997].
introduction. The entry of a pest resulting in its establishment [FAO, 1990;
revised FAO, 1995; IPPC, 1997].
kiln-drying (KD). A process in which wood is dried in a closed chamber using
heat and/or humidity control to achieve a required moisture content [ISPM No.
15, 2009].
laboratory. A public or private facility that calibrates, tests, identifies or
conducts diagnoses (RSPM No. 9, Lab accreditation). [NAPPO, 2009].
lead time. Amount of time needed to inspect or examine a shipment before its
shipping date. (Some countries interpret shipping date as the date a commodity
physically leaves the exporting country.)
legislation. Any act, law, regulation, guideline or other administrative order
promulgated by a government [ISPM N° 3, 2005].
Letter of Credit. A document issued by a bank authorizing an applicant to
draw a stated amount of money from the issuing bank. Letters of credit are
strictly fiduciary documents. For the purposes of phytosanitary certification,
letters of credit cannot be considered official notifications of changes or
exceptions to plant quarantine regulations, which must come from the plant
protection services of the foreign countries. Therefore, letters of credit are not
phytosanitary documents and cannot be referenced on an export certificate.
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limited generation system. A certification scheme wherein the planting stock
for each seed class is limited as to eligibility by compliance with established
disease tolerances and the number of increases made in the field. The classes or
generations of the limited generation system included are: Prenuclear, Nuclear,
Generation 1, Generation 2, Generation 3, Generation 4 and Generation 5;
where Prenuclear is laboratory production, Nuclear is greenhouse production
and Generations 1-5 are the first and subsequent field increases.
lot. A number of units of a single commodity, identifiable by its homogeneity
of composition, origin etc., forming part of a consignment [FAO, 1990].
malt. Sprouted and steamed whole grain from which the radicle has been
removed. Though malted grains may look like the unprocessed grain from
which they are derived, their processing can be determined through handling:
the grains will be sticky and lighter or have a strong, distinctive odor that grain
that has not been malted will not have.
mark. An official stamp or brand, internationally recognized, applied to a
regulated article to attest its phytosanitary status [ISPM No 15, 2009].
meal. Grain which has been ground or otherwise reduced in particle size.
Memorandum of Understanding (MOU). A formal document that specifies
the responsibilities and areas of cooperation mutually understood and agreed to
by the parties involved. For an example of an MOU, see Special Programs •
Federal-State Cooperative Export Program on page 5-1-1.
micro-organism. A protozoan, fungus, bacterium, virus or other microscopic
self-replicating biotic entity [ISPM No. 3, 2005].
microplantlet. Plantlet produced in vitro on a defined medium (RSPM No. 3,
Movement of Potatoes into a NAPPO Member Country). [NAPPO, 2011].
microtuber. A tuber produced in vitro (RSPM No. 3, Movement of Potatoes
into a NAPPO Member Country). [NAPPO, 2011].
middlings. A by-product of flour milling comprising several grades of
granular particles containing different proportions of endosperm, bran, and
germ.
minituber. A tuber produced in a protected environment from pathogen-free
parent material (RSPM No. 3, Movement of Potatoes into a NAPPO Member
Country). [NAPPO, 2011].
monitoring. An official process to verify phytosanitary situations. [CEPM,
1996]. See also treatment.
National Plant Protection Organization (NPPO). Official service
established by a government to discharge the functions specified by the IPPC
[FAO, 1990; formerly Plant Protection Organization (National)]. PPQ serves
as NPPO for the U.S.
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nonquarantine pest. Pest that is not a quarantine pest for an area [FAO,
1995].
North American Plant Protection Organization (NAPPO). A Regional
Plant Protection Organization of the International Plant Protection Convention
that coordinates the efforts among Canada, the United States and Mexico to
protect their plant resources from the entry, establishment and spread of
regulated plant pests, while facilitating intra/interregional trade (see also
NAPPO Web site).
official. Established, authorized or performed by a National Plant Protection
Organization [FAO, 1990].
official communication. Phytosanitary requirements from a National Plant
Protection Organization (NPPO) that must be met for importation of a
commodity. Official communication in the form of an Import Permit (IP),
Letter of Authorization, etc. supersedes or supplements information contained
in PExD.
official control. The active enforcement of mandatory phytosanitary
regulations and the application of mandatory phytosanitary procedures with
the objective of eradication or containment of quarantine pests or for the
management of regulated non-quarantine pests (see Glossary Supplement 1)
[ICPM, 2001].
Official State Seed Potato Certification Agency. A State agency duly
authorized by State law to provide seed potato certification services. See also
Commodity • Seed Potatoes on page 4-5-1.
organism. Any biotic entity capable of reproduction or replication in its
naturally occurring state [ISPM No. 3, 1996; revised ISPM No. 3, 2005].
packaging. Material used in supporting, protecting or carrying a commodity
[ISPM No. 20, 2004].
parent material. In vitro, pathogen-free propagules used to increase a clone of
potatoes for production of commercial quantities of microplantlets,
microtubers, or minitubers (RSPM No. 3, Movement of Potatoes into a
NAPPO Member Country). [NAPPO, 2011].
pathogen. Micro-organism causing disease [ISPM No. 3, 1996; revised ISPM
No. 3, 2005].
pellets. Agglomerated feed formed by compacting and forcing through die
openings by a mechanical process. Similar terms: pelleted feed, hard pellet.
pest. Any species, strain or biotype of plant, animal or pathogenic agent
injurious to commodities [FAO, 1990; revised FAO, 1995; IPPC, 1997]. See
also quarantine pest and nonquarantine pest.
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Pest Free Area (PFA). An area in which a specific pest does not occur as
demonstrated by scientific evidence and in which, where appropriate, this
condition is being officially maintained [FAO, 1995].
pest free place of production (PFPP). Place of production in which a specific
pest does not occur as demonstrated by scientific evidence and in which,
where appropriate, this condition is being officially maintained for a defined
period [ISPM No. 10, 1999].
pest free production site (PFPS). A defined portion of a place of production
in which a specific pest does not occur as demonstrated by scientific evidence
and in which, where appropriate, this condition is being officially maintained
for a defined period and that is managed as a separate unit in the same way as a
pest free place of production [ISPM No. 10, 1999].
pest record. A document providing information concerning the presence or
absence of a specific pest at a particular location at a certain time, within an
area (usually a country) under described circumstances [CEPM, 1997].
pest risk. That level and probability of harm a plant pest could cause in an
endangered area, which a national plant protection organization identifies by
the performance of a pest risk analysis or other internationally acceptable plant
risk assessment process (RSPM No. 3, Movement of Potatoes into a NAPPO
Member Country). [NAPPO, 2011].
Pest Risk Analysis (PRA). The process of evaluating biological or other
scientific and economic evidence to determine whether a pest should be
regulated and the strength of any phytosanitary measures to be taken against it
[FAO, 1995; revised IPPC, 1997].
pest status (in an area). Presence or absence, at the present time, of a pest in
an area, including where appropriate its distribution, as officially determined
using expert judgment on the basis of current and historical pest records and
other information [CEPM, 1997; revised ICPM, 1998].
phytosanitary action. An official operation, such as inspection, testing,
surveillance or treatment, undertaken to implement phytosanitary measures
[ICPM, 2001; revised ICPM, 2005].
Phytosanitary Certificate. Certificate patterned after the model certificates of
the IPPC [FAO, 1990]. In the U.S., this is an official document (PPQ Form
577) that attests to the phytosanitary condition of commodities and is issued by
an Authorized Certification Official.
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Phytosanitary Certificate Issuance and Tracking (PCIT). The preferred
method of generating PPQ Forms 572, 577, and 579. PCIT tracks the
inspection of agricultural products and certifies compliance with plant health
standards of importing countries. This capability provides USDA-APHIS-PPQ
better security, reporting functions, and monitoring capabilities for exported
commodities.
phytosanitary certification. Use of phytosanitary procedures leading to the
issue of a Phytosanitary Certificate [FAO, 1990].
Phytosanitary Export Database (PExD). PExD is a repository of
phytosanitary import requirements of U.S. origin commodities to foreign
countries. PExD enhances Plant Protection and Quarantine’s (PPQ’s) ability to
maintain the export program for United States exporters. PExD will support
PPQ’s Phytosanitary Issues Management (PIM) Export Services (ES) with the
task of entering export summaries for foreign countries. PExD provides
reusable text to facilitate uniform entry of export summaries. PExD also
provides PPQ staff, State and County cooperators, and exporters’ easy access
to export summaries via direct user queries. PExD interfaces with the
Phytosanitary Certificate Issuance & Tracking System (PCIT) application
processing. During application processing, users are provided with pertinent
export summaries based on the consignee country, applicable commodities,
and other data contained in an application.
phytosanitary import requirements. Specific phytosanitary measures
established by an importing country concerning consignments moving into that
country [ICPM, 2005].
phytosanitary measure (agreed interpretation). Any legislation, regulation
or official procedure having the purpose to prevent the introduction and/or
spread of quarantine pests, or to limit the economic impact of regulated nonquarantine pests [FAO, 1995; revised IPPC, 1997; ISPM, 2002].
phytosanitary procedure. Any official method for implementing
phytosanitary measures including the performance of inspections, tests,
surveillance or treatments in connection with regulated pests [FAO, 1990;
revised FAO, 1995; CEPM, 1999; ICPM, 2001; ICPM, 2005].
phytosanitary regulation. Official rule to prevent the introduction and/or
spread of quarantine pests, or to limit the economic impact of regulated nonquarantine pests, including establishment of procedures for phytosanitary
certification [FAO, 1990; revised FAO, 1995; CEPM, 1999; ICPM, 2001].
place of production. Any premises or collection of fields operated as a single
production or farming unit. This may include production sites which are
separately managed for phytosanitary purposes [FAO, 1990; revised CEPM,
1999].
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plant products. Unmanufactured material of plant origin (including grain) and
those manufactured products that, by their nature or that of their processing,
may create a risk for the introduction and spread of pests [FAO, 1990; revised
IPPC, 1997; formerly plant product].
Plant Protection Act. Legislation that provides the authority to prohibit or
restrict imports, exports, interstate and intrastate movement of plant pests,
plants, plant products, noxious weeds, biological control agents, and means of
conveyance.
Plant Protection and Quarantine (PPQ). Organizational unit within USDAAPHIS that is accountable for assisting applicants in meeting the plant
quarantine import requirements of foreign countries.
plant protection organization (national). See National Plant Protection
Organization (NPPO).
plant quarantine. All activities designed to prevent the introduction and/or
spread of quarantine pests or to ensure their official control [FAO, 1990;
revised FAO, 1995].
planting (including replanting). Any operation for the placing of plants in a
growing medium, or by grafting or similar operations, to ensure their
subsequent growth, reproduction or propagation [FAO, 1990; revised
CEPM,1999].
plantlets. As relates to seed potatoes, plantlets are small plants produced under
aseptic culture conditions in a laboratory.
plants. Living plants and parts thereof, including seeds and germplasm [FAO,
1990; revised IPPC, 1997]. Any plant (including any plant part) for or capable
of propagation, including a tree, a tissue culture, a plantlet culture, pollen, a
shrub, a vine, a cutting, a graft, a scion, a bud, a bulb, a root, and a seed. [Plant
Protection Act]. As relates to seed potatoes, plants are rooted plants produced
under a screenshow, greenhouse, or field environment.
plants for planting. Plants intended to remain planted, to be planted or
replanted [FAO, 1990].
plants in vitro. A commodity class for plants in an aseptic medium in a closed
container [FAO, 1990; revised CEPM, 1999; ICPM, 2002; formerly plants in
tissue culture].
point of entry. Airport, seaport or land border point officially designated for
the importation of consignments, and/or entrance of passengers [FAO, 1995].
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PPQ Form 572. Application of Inspection and Certification of Domestic
Plants and Plant Products for Export. Official form that provides the
information needed to complete an export certificate and serves as a worksheet
for the Authorized Certification Official conducting the inspection. See
Completing Application for Export Certification (PPQ Form 572) for
directions on how to complete the application.
PPQ Form 577. An accountable inspection certificate used to certify domestic
plants and unprocessed or unmanufactured agricultural commodities for export
that have been inspected and/or tested according to appropriate official
procedures, that are considered to be free from quarantine pests specified by
the importing country party, conform with the current phytosanitary
requirements of the importing country, including those for regulated nonquarantine pests.
PPQ Form 578. An accountable certificate used to certify eligible processed
plant products.
PPQ Form 579. An accountable form used to certify that, based on an original
foreign phytosanitary certificate and/or an additional inspection, commodities
that officially entered the U.S. are considered to conform to the current
phytosanitary regulations of the importing country, and have not been
subjected to the risk of infestation or infection during storage in the United
States. PPQ Form 579 may also be used to certify commodities of foreign
origin that are intended for re-export to a U.S. Affiliated Island.
PRA area. Area in relation to which a Pest Risk Analysis is conducted [FAO,
1995].
practically free. Of a consignment, field, or place of production, without pests
(or a specific pests) in numbers or quantities in excess of those that can be
expected to result from, and be consistent with good cultural and handling
practices employed in the production and marketing of the commodity [FAO,
1990; revised FAO, 1995]. As a working definition for export certification
purposes, practically free means not to exceed a 2 percent infestation level
unless otherwise stated by the importing country. Also, practically free refers
to a judgement that the pests are not in excess of the amount expected to result
from, and be consistent with, good culturing and handling practices employed
in the production and marketing of the commodity. When FGIS inspection
certificates are used as supporting documentation for certifying grain,
practically free refers to FGIS’ acceptance standards for insects found in grain.
processed plant product. A commodity derived from a plant that has been
subjected to a procedure believed to have rendered the commodity free from
plant pests. See PExD for a list of processed products that are eligible for
certification.
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propagative plant material. Plants or plant parts for planting or
multiplication (RSPM No. 3, Movement of Potatoes into a NAPPO Member
Country). [NAPPO, 2011].
propagules. Any plant part used for asexual propagation (RSPM No. 3,
Movement of Potatoes into a NAPPO Member Country). [NAPPO, 2011].
protocol. The plan for communicating questions, concerns, and unresolved
issues about export certification. See Appendix A.
Potato Virus X (PVX). The most widespread of all the potato viruses. It is
also referred to as latent mosaic, potato latent virus and potato mottle virus.
quarantine. Official confinement of regulated articles for observation and
research or for further inspection, testing and/or treatment [FAO, 1990; revised
FAO, 1995; CEPM, 1999].
quarantine area. An area within which a quarantine pest is present and is
being officially controlled [FAO, 1990; revised FAO, 1995].
quarantine pest. A pest of potential economic importance to the area
endangered thereby and not yet present there, or present but not widely
distributed and being officially controlled [FAO, 1990; revised FAO, 1995;
IPPC, 1997]. As relates to the U.S./Canada Greenhouse Certification Program,
quarantine pests are identified by each importing country and are listed as
prohibited pests in the importing country’s plant quarantine import
requirements (export summary). Quarantine pests are those that are of potential
economic importance to the area endangered, and are not present, or present
but not widely distributed and being officially controlled.
reexported consignment. Consignment that has been imported into a country
from which it is then exported. The consignment may be stored, split up,
combined with other consignments or have its packaging changed (formerly
country of reexport) [FAO, 1990; revised CEPM, 1996; CEPM, 1999; ICPM,
2001; ICPM, 2002].
refusal. Forbidding entry of a consignment or other regulated article when it
fails to comply with phytosanitary regulations [FAO, 1990; revised FAO,
1995].
Regional Plant Protection Organization (RPPO). An intergovernmental
organization with the functions laid down by Article IX of the IPPC [FAO,
1990; revised FAO, 1995; CEPM, 1999; formerly plant protection organization
(regional)].
regional standards. Standards established by a Regional Plant Protection
Organization for the guidance of the members of that organization [IPPC,
1997].
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Definitions, Terms, and Abbreviations
regulated article. Any plant, plant product, storage place, packaging,
conveyance, container, soil and any other organism, object or material capable
of harbouring or spreading pests, deemed to require phytosanitary measures,
particularly where international transportation is involved [FAO, 1990; revised
FAO, 1995; IPPC, 1997].
regulated nonquarantine pest (RNQP). A nonquarantine pest whose
presence in plants for planting affects the intended use of those plants with an
economically unacceptable impact and which is therefore regulated within the
territory of the importing contracting party [IPPC,1997].
regulated pest. A quarantine pest or a regulated non-quarantine pest [IPPC,
1997].
replacing certificates. The term “replace” refers to when a new certificate is
issued to substitute for a previously issued certificate. The replacement may be
the result of ACO errors or at the request of an applicant for various reasons.
release (of a consignment). Authorization for entry after clearance [FAO,
1995].
replanting. See planting (including replanting).
restriction. A phytosanitary regulation allowing the importation or movement
of specified commodities subject to specific requirements [CEPM, 1996,
revised CEPM, 1999].
round wood. Wood not sawn longitudinally, carrying its natural rounded
surface, with or without bark [FAO, 1990].
sawn wood. Wood sawn longitudinally, with or without its natural rounded
surface with or without bark [FAO, 1990].
Seed potato certification. An officially adopted scheme for the production of
potato propagative materials that meet prescribed requirements for potato pest
freedom and varietal purity (RSPM No. 3, Movement of Potatoes into a
NAPPO Member Country). [NAPPO, 2011].
Seed potatoes. Potato plantlets, plants, microtubers, minitubers, tubercles and
tubers.
seeds. A commodity class for seeds for planting or intended for planting and
not for consumption or processing (see grain) [FAO, 1990; revised ICPM,
2001].
shipment. As a working definition for export certification purposes, shipment
means one exportation of commodities, from one applicant, to one consignee,
in one country, on one means of conveyance [7 CFR 353]. In most cases, only
one export certificate is issued per shipment. See also consignment.
shipping date. The date a shipment physically leaves the exporting country.
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soil. The loose surface material of the earth in which plants grow, in most cases
consisting of disintegrated rock with an admixture of organic material (Soil
Movement Position Paper). [NAPPO, 2004].
spread. Expansion of the geographical distribution of a pest within an area
[FAO, 1995].
standard. Document established by consensus and approved by a recognized
body, that provides, for common and repeated use, rules, guidelines or
characteristics for activities or their results, aimed at the achievement of the
optimum degree of order in a given context [FAO, 1995; ISO/IEC GUIDE
2:1991 definition].
State phytosanitary certificate. Document issued by a plant regulatory
official of a State Department of Agriculture attesting to the phytosanitary
condition of commodities. State phytosanitary certificates are not to be utilized
for international trade.
State Plant Health Director (SPHD). An administrator within USDAAPHIS-PPQ who is responsible for pest prevention and the export certification
program within their assigned state(s).
State Plant Regulatory Official (SPRO). An administrator of the section of
his or her state’s Department of Agriculture that deals with pest prevention and
export certification. The main administrator in conjunction with the Federal
State Cooperators’ Memorandum of Understanding.
stored product. Unmanufactured plant product intended for consumption or
processing, stored in a dried form (this includes in particular grain and dried
fruits and vegetables) [FAO, 1990].
suppression. The application of phytosanitary measures in an infested area to
reduce pest populations [FAO, 1995; revised CEPM, 1999].
surveillance. An official process which collects and records data on pest
occurrence or absence by survey, monitoring or other procedures [CEPM,
1996].
survey. An official procedure conducted over a defined period of time to
determine the characteristics of a pest population or to determine which
species occur in an area [FAO, 1990; revised CEPM, 1996].
terrestrial plants. Any plants (including epiphytic plants), except marine
plants.
test. Official examination, other than visual, to determine if pests are present
or to identify pests [FAO, 1990].
third country requirements for reexports. Foreign import requirements for
the destination country from the country of origin.
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time limit. The maximum time allowed between the date of inspection of the
commodity and the issuance date of an export certificate unless otherwise
specified by the importing country. This limit is established by the importing
country or PPQ.
treatment. Official procedure for the killing, inactivation or removal of pests,
or for rendering pests infertile or for devitalization [FAO, 1990, revised FAO,
1995; ISPM No. 15, 2009; ISPM No. 18, 2003; ICPM, 2005].
tubercles. Small tubers produced in leaf axils of leaf bud cuttings.
tubers. As relates to seed potatoes, potatoes produced under field conditions.
USDA-APHIS-PPQ. United States Department of Agriculture-Animal and
Plant Health Inspection Service-Plant Protection and Quarantine.
vegetable seed. Specific seed of the kinds and varieties that are or may be
grown in gardens or on truck farms and are or may be generally known and
sold under the name of vegetable seed. See 7 CFR 361.1 for a list of vegetable
seed.
visual examination. The physical examination of plants, plant products, or
other regulated articles using the unaided eye, lens, stereoscope or microscope
to detect pests or contaminants without testing or processing [ISPM No. 23,
2005].
wood. A commodity class for round wood, sawn wood, wood chips or
dunnage, with or without bark [FAO, 1990; revised ICPM, 2001].
wood packaging material (WPM). Wood or wood products (excluding paper
products) used in supporting, protecting or carrying a commodity (includes
dunnage) [ISPM No. 15, 2009], [7 CFR 319.40-1].
workplan. An official document specifying the phytosanitary measures agreed
to by the National Plant Protection Organizations of both importing and
exporting countries, intended to prevent the movement of regulated pests while
facilitating trade of plants and plant products (RSPM No. 19, Bilateral
Workplans). [NAPPO, 2012].
World Trade Organization (WTO). The global international organization
dealing with the rules of trade between nations (see also WTO website).
wort. The liquid portion of malted grain. It is a solution of malt sugar and other
water-soluble extracts from malted mash.
XPM. Initials representing the Export Program Manual.
Glossary-20
Export Program Manual
05/2014-19
Index

American Softwood Lumber Standard 5-2-29,
5-2-30
1
Export Program
Manual
A
AMS Forms
FV 146, Certificate of Quality and Condition
(Processed Foods) 3-4-3, F-1-2
FV 147, Certificate of Quality and Condition
(Processed Foods) Quality Assurance 3-4-3,
F-1-3
FV 149, Certificate of Quality and Condition
(Processed Foods) Continuous
Inspection 3-4-3, F-1-4
FV 294, Report on Sanitary Inspection 3-4-3,
F-1-5
A
Animal and Plant Health Inspection Service
(APHIS) 1-1-2, 4-3-9
G
abbreviations, list of Glossary-1-1
animal diseases 2-1-15
animal health concerns 2-1-15
D
E
F
H
J
acceptable inspection certificates 3-4-3
accredited companies 2-1-11
C
I
acceptable documents 3-4-2, 3-4-3
accountability system 3-7-28
B
APHIS Forms
47, Transmittal and Receipt for Accountable
Items F-1-6
94, Record of Public Funds Received 3-7-9,
3-7-13, 3-7-18, F-1-7
K
APHIS policy directives 3-7-6, 3-7-12, 3-7-16
N
approved laboratory 4-3-3
O
area freedom 3-4-6
P
area identifiers 2-1-13
Q
Argentina 4-3-3
R
aseptic culture 4-5-9
S
L
M
accredited entities 2-1-2, 2-1-9, 3-4-2, 3-4-3
accredited phytosanitary procedures 2-1-2
ACO accreditation 2-1-2
Additional Declaration (AD) 2-1-3
additional inspection 3-4-3
additional official phytosanitary information 2-1-3
additional requirements 3-4-10
T
attachment sheets 3-5-4
administrative fee 3-7-2 to 3-7-21
U
auditing of records 2-1-11
advice number 2-1-15
V
authorization number 2-1-15
W
advisories 1-1-6
Agreements Services Center (ASC) 5-1-2, 5-1-9
Authorized Certification Official (ACO)
accreditation of 2-1-2
date of inspection by 2-1-17
determining eligibility of commodities 3-3-1
determining import requirements 3-3-6
verification of inspection by 2-1-6
Agricultural Marketing Act of 1946 4-3-1
authorized entity (AE) 2-1-3, 2-1-14
Agricultural Marketing Service (AMS) 2-1-10, 3-4-3
Avena byzantina 4-3-4, 4-3-7
agricultural products 2-1-13
Avena sativa 4-3-4, 4-3-7
affiliated islands 3-3-4, 3-5-3
aflatoxins 2-1-15
Ambrosia 4-3-3
American National Standards Institute
(ANSI) 1-1-6
B
American Samoa 3-3-4
bacteria 2-1-9
bacterial ring rot 4-5-8, 4-5-10, 4-5-11
11/2013-16
Export Program Manual
Index-1
X
Y
Z
Index
A
bagging 3-4-10
Center for Plant Health Science and Technology
(CPHST) 5-2-29
bags 3-4-4
baled compressed cotton 4-2-1
barley 4-3-3, 4-3-4
beans 4-3-3, 4-3-4, 4-3-7
biannual audit checklist for mill certification
programs 5-2-43
biannual audits 5-2-31, 5-2-36, 5-2-43
Biological and Technical Services 2-1-13
certificate
acceptable inspection 3-4-3
export, processed plant products (PPQ Form
578) 3-6-1
for reexport (PPQ Form 579) 3-5-10
of debarking and grub hole control 5-2-40, 5-2-41,
5-2-42
phytosanitary (PPQ Form 577) 3-5-6
Certificate of Quality and Condition (Processed
Foods)
AMS Form FV 146 3-4-3, F-1-2
AMS Form FV 147 3-4-3, F-1-3
AMS Form FV 149 3-4-3, F-1-4
blackleg 4-5-10, 4-5-11
D
E
F
G
H
I
J
K
L
certificates issued worksheet 3-7-22, 3-7-23
M
certification regime 4-5-4
N
certification tags 4-5-12
O
P
Q
boldfacing 1-1-6
botanical name of plants 3-5-9, 3-5-13
boxes 3-4-4
certified checks 3-7-6, 3-7-11, 3-7-15
bran 4-3-7
certified true copy 3-5-12, 3-5-15
Brassica napus 4-3-4, 4-3-7
R
certifying a commodity 3-1-3
S
T
brewers dried grains 4-3-7
certifying entity 4-5-4
brown rot 4-5-12
chapters, meaning in the XPM 1-1-6
U
V
buffer zone 2-1-11, 2-1-12
check marks 3-5-3, 3-6-2
bulk shipments 4-4-4
checks collected worksheet 3-7-24, 3-7-25
chickpeas 4-3-3
W
X
Y
C
Cirsium arvense 4-3-3
Z
cakes 4-3-7
CITES certification 3-3-5
California A-1-1
Clavibacter michiganensis subsp.
sepedonicus 4-5-8
bulleted lists 1-1-6
chemical residues 2-1-15
Canada 3-3-4, 4-3-3, 4-5-8
Canadian thistle 4-3-3
canola 4-3-3, 4-3-4
Claviceps africana 4-4-6
cloth 4-4-1
collecting user fees 3-7-2, 3-7-8, 3-7-11, 3-7-15
cartridge type dust mask 4-4-1
cashier’s checks 3-7-6, 3-7-11, 3-7-15
castor bean 4-3-3
commercial information 2-1-4
commercial lots of seed 4-4-5
commercial terms 2-1-15, 3-5-3, 3-6-2, 4-3-6
caution, as an advisory 1-1-6
Index-2
B
C
Export Program Manual
commodities shipped in bulk 3-4-4
11/2013-16
Index
A
commodity type 3-3-2
cubes 4-3-7
communication, internal A-1-1
cyst nematode 4-5-12
B
C
D
E
compliance 2-1-13
debarking and grub hole control 5-2-25, 5-2-37
F
G
H
I
debit transaction report 3-7-3
J
coniferous sawn wood 5-2-31, 5-2-42
Debt Collection Improvement Act (DCIA) 3-7-6,
3-7-12, 3-7-16
K
L
consignment integrity 2-1-12
decision tables 1-1-7
M
contact protocol A-1-1
degree of processing 3-3-2
N
containerized lumber 4-1-1, 4-1-2
Department of Treasury 3-7-6, 3-7-12, 3-7-16
containers 3-4-10, 4-3-5, 4-4-1, 4-5-8
Deputy Administrator of PPQ 5-1-2
contaminants 4-4-5
determining eligibility of commodities 3-3-2
contiguous ROT 3-7-5
diagnostic methods and protocols 4-5-4
continuation sheets 3-6-5
disagreements with the XPM 1-1-10
control data 1-1-7
disease causing organisms 2-1-9
Convention on International Trade in Endangered
Species of Wild Fauna and Flora (CITES) 3-3-5
disease resistance 2-1-15
compliance agreements 2-1-12
D
compressed cotton 4-2-1
concerns, contacts for A-1-1
confidential trade information 2-1-4
confidentiality 2-1-4, 3-5-2
danger, as an advisory 1-1-6
R
S
T
U
V
W
X
Y
disease testing 4-5-5
conventions 1-1-6
cooperating agencies 2-1-10
Cooperative extension services 2-1-13
distillers dried grains 4-3-7
distinguishing marks 3-5-9, 3-5-13
Z
corn 4-3-3, 4-3-4, 4-4-6
distribution
PPQ Form 577 3-5-14, 3-5-15
PPQ Form 578 3-6-6
PPQ Form 579 3-5-14, 3-5-15
correction fluid 3-5-3, 3-6-2
Ditylenchus destructor 4-5-12
correction tape 3-5-3, 3-6-2
Division of Management Authority (DMA) 2-1-15
cotton 4-2-1
documentation 2-1-10, 2-1-11, 3-4-2
cotton compliant warehouses 2-1-10
documents, acceptable 3-4-3
cottonseed 4-3-3
dust mask 4-4-1, 4-4-4
country of origin 2-1-8
dusted seed 4-4-1
coveralls 4-4-4
dyes 4-4-4
cooperator responsibilities 4-5-4
Crotalaria 4-3-3
11/2013-16
Export Program Manual
O
P
Q
Index-3
Index
A
export standards for seed potatoes 4-5-2, 4-5-7
E
D
E
export volume 4-3-3
eChecks 3-7-5, 3-7-11, 3-7-15
exported commodities 2-1-13
economic permits 2-1-15
extraneous marks 3-5-3, 3-6-2
edible mushrooms 3-3-2
eye protection 4-4-4
F
G
H
I
F
J
Fabaceae 4-3-3
K
L
Egypt 4-3-3
eligibility for certification
based on commodity 3-3-2
based on origin and destination 3-3-4
based on protected status 3-3-5
ELISA technique 4-4-6
embedded seed 4-4-4, 4-4-6
embedding 2-1-11
Federal Grain Inspection Service (FGIS) 2-1-9,
2-1-10, 3-4-3, 3-4-8, 4-3-1
M
Federal laboratories 2-1-11
N
Federal-State Cooperative Export Program 5-1-1 to
5-1-14
encapsulation 2-1-11
errors on export certificates 5-1-5, 5-1-6, 5-1-7
Erwinia stewartii 4-4-6
European Union
kiln-dried wood going to Member States of 5-2-35
letter of authorization for 2-1-15
lumber going to Member States of 5-2-25
sawn wood going to Member States of 5-2-29,
5-2-30, 5-2-37
exclusion measures 2-1-12
experience of users 1-1-4
export certificate fees E-1-1
export certificate review process 5-1-4
export certificates 1-1-2
export certification problems 1-1-10
Export Certification Specialist (ECS) 2-1-14, 5-1-2
export certification violations 2-1-6
export inspection data 3-2-4
Export Services (ES)
contacting A-1-2
entering export summaries for foreign
countries B-1-1
issuing transmittals for the XPM 1-1-9
maintaining the export program 1-1-2
processing written requests for entry into the
Federal-State Cooperative Export
Program 5-1-2
submitting results of the biannual audit to 5-2-31
Index-4
B
C
Export Program Manual
feed 4-3-7
FGIS Form 921-2, Inspection Report–Insects in
Grain 3-4-3, F-1-9
FGIS service providers 4-3-4
fiduciary information 3-3-6
O
P
Q
R
S
T
U
V
field inspection reports 2-1-8, 3-4-6
W
X
Y
field inspections 2-1-8, 2-1-17
Field Management Division 3-4-3
financial information 2-1-4
Financial Management Service 3-7-6, 3-7-12, 3-7-16
fitness for human consumption 2-1-15
flakes 4-3-7
flashlight for examining lumber 4-1-2
flax 4-3-4
flaxseed 4-3-3
Florida Export Citrus Fruit Inspection Report 3-4-3
flour 4-3-7
FOIA (Freedom of Information Act) 2-1-4, 2-1-5
Food and Agriculture Organization (FAO) 4-3-9
footnotes 1-1-7
11/2013-16
Z
Index
A
B
C
foreign government 2-1-6
government agencies 3-4-2
foreign import requirements 2-1-8
grade 3-6-2
foreign phytosanitary certificate, stamping 3-4-3
grades 2-1-15, 4-3-6
foreign points of contact 3-3-7
grain 2-1-8, 3-4-4
free of regulated pests 4-5-4
Grain Inspection, Packers and Stockyards
Administration (GIPSA) 2-1-8, 4-3-1, 4-3-9
D
E
Freedom of Information Act (FOIA) 2-1-4, 2-1-5
freedom of insects and weed seeds 2-1-8
greenhouse or controlled environment
production 4-5-9
fumigation 4-3-5
grits 4-3-7
fungi 2-1-9
groats 4-3-7
fungicide 2-1-11, 4-4-6
growing season inspection 2-1-8, 2-1-12, 3-4-6,
3-5-3
FV Forms
146, Certificate of Quality and Condition
(Processed Foods) F-1-2
147, Certificate of Quality and Condition
(Processed Foods) Quality Assurance F-1-3
294, Report on Sanitary Inspection F-1-5
Certificate of Quality and Condition (Processed
Foods) Continuous Inspection F-1-4
J
K
L
O
P
Q
Guam 3-3-4
R
H
S
T
handling refunds 3-7-26
harmful organisms 2-1-10
gangrene 4-5-12
heading levels 1-1-8
general surveillance 2-1-11
heat treatment certification 5-2-25
generation 1 plant material 4-5-10
Held Shipment Worksheet F-1-15, F-1-16
generation 2 plant material 4-5-10
Helianthus annuus 4-3-4, 4-3-7
generation 3 plant material 4-5-10
hermetically sealed container 2-1-17, 4-4-2
genetic composition 2-1-15
highlighting, meaning in the XPM 1-1-8
genetically modified organism (GMO) 2-1-8, 2-1-15
historical records 2-1-11
Globodera spp. 4-5-12
Hordeum vulgare 4-3-4, 4-3-7
gloves 4-4-1
humanitarian shipments 3-7-4
gluten feed 4-3-7
hypergeometric table 3-4-4, 3-4-5, 4-2-6
gluten meal 4-3-7
hypertext links 1-1-8
U
V
W
X
Y
Z
gluten pellets 4-3-7
Glycine max 4-3-4, 4-3-7
I
golden nematode 4-5-12
Golden Nematode Management Plan 4-5-7
11/2013-16
Export Program Manual
M
N
grub control 5-2-37
G
F
G
H
I
identification release authority 3-4-7
Index-5
Index
A
immediate updates 1-1-9
issuing office 3-5-13
import permit (IP) 2-1-8, 3-3-6
italicized brackets 1-1-8
B
C
D
E
import reference number 2-1-15
import requirements 2-1-8, 3-1-1, 3-4-3
kiln facility 5-2-29
F
G
H
I
knife 4-4-1
J
K
import tariff item number 2-1-15
importing countries 2-1-13
inactivation of ACOs 5-1-7
indentions, meaning in the XPM 1-1-8
karnal bunt 2-1-9
K
L
industry groups 4-5-2
L
infection 2-1-10
infestation 2-1-10
M
N
label requirements 3-4-8
injurious plant pests 2-1-6
insecticide 4-4-6
O
P
Q
label, pressure sensitive 4-4-4
labeling 2-1-12
insects 3-4-6
inspecting the commodity 3-4-6
inspection 2-1-9, 2-1-10
inspection certificates, acceptable 3-4-3
Inspection Report—Insects in Grain 3-4-3
inspection results 3-4-11, 3-4-12
inspectional units 3-4-4, 3-4-5
Integrated Survey Information System (ISIS) 2-1-11
intended use 2-1-15, 3-5-3, 3-6-2, 4-3-6
interagency agreements 3-7-4
internal communication A-1-1
laboratory analysis 2-1-11
R
laboratory testing 2-1-9, 2-1-10, 2-1-17
S
T
laboratory testing documents 3-4-6
U
V
laboratory tests 2-1-10, 2-1-18, 3-4-6
leafroll 4-5-7
W
X
Y
Legislative and Public Affairs 2-1-5
Lens culinaris 4-3-4, 4-3-7
lentils 4-3-3, 4-3-4
Z
letter of authorization 2-1-15
letter of commitment number 2-1-15
letter of credit number 2-1-15
International Plant Protection Convention
(IPPC) 1-1-5, 2-1-6, 2-1-9, 3-5-6, 4-3-9
letterhead 3-6-5
international standards 1-1-3
levels of radioactivity 2-1-15
International Standards for Phytosanitary Measures
(ISPM) 1-1-5
limited generation system 4-5-3, 4-5-4, 4-5-7
in-transit treatments 3-4-8
Investigative and Enforcement Services (IES) 2-1-6
in-vitro production seed potatoes 4-5-9
line selected hill units 4-5-3
Linum usitatissimum 4-3-4, 4-3-7
lot number 2-1-11
lots of seed 4-4-5
IPPC Standards 1-1-5
Index-6
Export Program Manual
11/2013-16
Index
A
lumber
containerized 4-1-1, 4-1-2
grading agencies 5-2-9, 5-2-30, 5-2-31, 5-2-34,
5-2-35, 5-2-40, 5-2-42
kiln dried coniferous 5-2-25
mills 4-1-1, 5-2-30, 5-2-42
B
C
minitubers 4-5-3, 4-5-9
Minneapolis Financial Services Branch 3-7-9,
3-7-14, 3-7-18
minor errors on export certificates 5-1-7
miscellaneous requirements 3-4-10
mixed grain 4-3-3
M
major errors on export certificates 5-1-6
model letter for documenting major errors found on
an export certificate 5-1-5
malted grain 4-3-7
moisture meter 4-1-2
managing records 3-7-28
money orders 3-7-6, 3-7-11, 3-7-14, 3-7-15, 3-7-16,
3-7-18
manual suggestions 1-1-10
marking pen 4-4-1
Member States 5-2-37
Memorandum of Understanding (MOU) 2-1-9,
4-3-9, 4-5-3
debarking and grub control of coniferous sawn
wood 5-2-38, 5-2-39
Federal-State cooperative program 5-1-1, 5-1-9
kiln dried coniferous sawn wood 5-2-33
list of active Federal-State MOUs 5-1-13
multi-part paper users 3-4-11
R
multiple certificates 3-7-10, 3-7-14, 3-7-19, 3-7-21
S
T
multiple pests 3-4-7
U
V
mung bean 4-3-4
mushroom spawn 3-3-2, 3-3-3
methodology 2-1-9
mushroom spawn facility accreditation
program 3-3-3
methods of packaging 2-1-15
mushrooms 3-3-2
W
X
Y
Mexico 4-3-3
mycotoxins 2-1-15
Z
microtubers 4-5-3, 4-5-9
middling 4-3-7
N
middling pellets 4-3-7
NAPPO Standards 1-1-5
mill certificates 5-2-35, 5-2-36
mill certification program
debarking and grub control of coniferous sawn
wood 5-2-37
kiln-dried coniferous sawn wood going to non
European Union Member States 5-2-31
responsibilities 5-2-30
11/2013-16
K
L
O
P
Q
multi-part paper forms 3-4-12
Meloidogyne spp. 4-5-12
J
N
mosaic 4-5-7
meal 4-3-7
F
G
H
I
M
monitoring capabilities 2-1-13
monthly reports 3-7-28
masking tape 4-4-4
D
E
National Agricultural Pest information System
(NAPIS) 2-1-11
National Cotton Compliance Agreement 4-2-3
National Plant Board 4-5-2
minimum concentration levels 3-4-8
National Plant Protection Organization
(NPPO) 1-1-5, 3-1-3, 3-3-6, 3-4-10, 3-5-6
minimum inspection level 3-4-4
National Seed Health System 2-1-2
Export Program Manual
Index-7
Index
A
overland export “grain” consignments 4-3-3
nematodes
cyst 4-5-12
freedom from 2-1-9
golden 4-5-7, 4-5-12
potato rot 4-5-12
root-knot 4-5-12
overtime 3-7-5
P
new editions 1-1-9
packaging requirements 3-4-10
nominating Federal or State candidates 5-1-2
Pantoea stewartii 4-4-6
F
G
H
I
non government entities 2-1-10
paper checks 3-7-6, 3-7-11, 3-7-14, 3-7-15
J
noncontiguous ROT 3-7-5
pathogens 2-1-3, 4-4-5
North American Plant Protection Organization
(NAPPO) 1-1-5
peas 4-3-3, 4-3-4
Northern Mariana Islands 3-3-4
notice, as an advisory 1-1-6
nuclear radiation 2-1-15
nuclear stock seed potatoes 4-5-9
numbered lists 1-1-8
numbering scheme 1-1-8
D
E
K
L
M
pelletized seed 2-1-11, 4-4-4, 4-4-6
N
pellets 4-3-7
permanent bale identification 4-2-5
O
P
Q
personal checks 3-7-6, 3-7-11, 3-7-15
R
periodic checks 2-1-12
S
T
pest control measures 2-1-12
pest free area (PFA) 2-1-11
pest free place of production (PFPP) 2-1-11, 2-1-12
pest freedom 2-1-12
nursery stock 3-4-5
pesticides 2-1-15, 4-4-1, 4-4-4
O
Z
pests 3-4-6, 4-4-5
oats 4-3-3, 4-3-4, 4-4-3
Office of International Affairs 2-1-8
official certifying agency 2-1-8
official communication 2-1-4, 2-1-10, 3-1-3, 3-3-7
official indicia 4-5-12
official samples 2-1-9, 2-1-10, 4-3-3
official sampling 2-1-10
official State certification tags 4-5-12
official verification 2-1-15
Oryza sativa 4-3-4, 4-3-7
Export Program Manual
U
V
W
X
Y
pest proof boxes 3-4-10
pest tolerances 4-5-5
Index-8
B
C
negative survey data 2-1-11
Phaseolus spp. 4-3-4, 4-3-7
Phoma exigua pv. foveata 4-5-12
phosphine fumigation 3-4-8
Phytosanitary Certificate for Reexport, PPQ Form
579 2-1-5
Phytosanitary Certificate Issuance & Tracking
System (PCIT) 2-1-13
Phytosanitary Certificate, PPQ Form 577 2-1-5
Phytosanitary Export Database (PExD) B-1-1
Phytosanitary Issues Management (PIM) 1-1-2,
2-1-8, 5-1-2, B-1-1
11/2013-16
Index
A
phytosanitary requirements 3-3-1, 3-5-6, 4-5-4
phytosanitary security 2-1-12
phytosanitary significance 3-4-7
phytosanitary status 2-1-3
Pisum sativum 4-3-4, 4-3-7
plant debris 4-4-5
plant disease causing organisms 2-1-9, 2-1-15
plant health standards 2-1-13
plant pathogens 2-1-2
plant products 2-1-3, 3-5-3
Plant Protection Act 1-1-4, 2-1-6
Plant Protection and Quarantine (PPQ) 1-1-2, 4-3-9
plant quarantine import requirements 1-1-2
plant quarantine regulations 1-1-2
plantlets 4-5-3, 4-5-9
plastic gloves 4-4-4
Policies and Procedures Branch 3-4-3
policy 2-1-1 to 2-1-18
political subdivision 2-1-3
generating in PCIT 2-1-14
576, Attachment Sheet for Phytosanitary
Certificate or Phytosanitary Certificate for
Reexport
attachment to PPQ Form 579 3-5-15
completion of F-1-18, F-1-19
example of F-1-17
purpose of F-1-18
577, Phytosanitary Certificate
attachment sheet for 3-5-4
completing multi-part paper 3-5-8
description of 3-5-6
distribution of 3-5-14
example of 3-5-7
generating in PCIT 2-1-14
guidelines for completing 3-5-3
lining out unused space 3-5-5
processing an application in PCIT 3-5-8
purpose of 3-5-6
record keeping 3-5-13
replacing 3-5-16
578, Export Certificate, Processed Plant Products
completion of 3-6-2, 3-6-3
continuation sheets for 3-6-5
description of 3-6-1
distribution of 3-6-6
example of 3-6-4
generating in PCIT 2-1-14
purpose of 3-6-1
record keeping 3-6-5
579, Phytosanitary Certificate for Reexport
completing multi-part paper 3-5-12
description of 3-5-10
distribution of 3-5-14
example of 3-5-11
generating in PCIT 2-1-14
processing an application in PCIT 3-5-12
purpose of 3-5-10
replacing 3-5-16
D
E
F
G
H
I
J
K
L
M
N
O
P
Q
R
S
T
U
V
Potato Necrotic Virus Management Plan 4-5-7
PPQ Plant Health Safeguarding Specialists 3-3-5
W
X
Y
potato pest management plans 4-5-5
PPQ regional offices 5-2-31, 5-2-36, 5-2-43
Z
potato plantlets 4-5-3
PPQ Treatment Manual 3-4-8
potato rot nematode 4-5-12
practically free 3-4-7
potatoes 3-4-4
pre-nuclear stock seed potatoes 4-5-9
PPQ duty stations 2-1-14, 5-2-36, 5-2-43
preprinted certification statement 2-1-6
PPQ employees 2-1-14
pressure-sensitive label 4-4-4
PPQ Forms
572, Application for Inspection and Certification
of Plants and Plant Products for Export
completing a paper form 3-2-3
creating an application in PCIT 3-2-3
distribution of 3-2-5
example of 3-2-2
preventive measures 2-1-12
post-harvest testing 4-5-4
Privacy Act (PA) 2-1-5
privacy requirements 4-5-5
privileged trade information 2-1-4
problems with the XPM, reporting 1-1-10
11/2013-16
B
C
Export Program Manual
Index-9
Index
A
process of export certification, schematic of 3-1-2
reactivation of ACOs 5-1-7
processed plant products certificate, PPQ Form
578 3-6-1 to 3-6-6
recirculation system 3-4-8
B
C
D
E
record keeping 2-1-11, 2-1-16
processed products 3-3-2
F
G
H
I
recording inspection results 3-4-11
product identity 2-1-12
reexport commodities 3-3-6
production area freedom 3-4-6
refund request worksheet 3-7-27
program credibility 2-1-9
Regional Program Manager (RPM) 3-3-3, 3-4-8
prohibited information on an export
certificate 2-1-15
Regional Standards for Phytosanitary Measures
(RSPM) 1-1-5
protected plant species 2-1-15
regulated pests 2-1-6, 4-5-4
protected status 3-3-2
protective coveralls 4-4-4
Report on Sanitary Inspection 3-4-3, F-1-5
protective gloves 4-4-1
reporting functions 2-1-13
Puerto Rico 3-3-4
reporting problems with the XPM 1-1-10
purchase contract number 2-1-15
quality 2-1-15
Quality Manual (QM) 4-5-2
quality related statements 3-3-6
quantity or quality restrictions 2-1-15
Quick Reference Guide 3-5-8
representative sampling and testing 2-1-9
S
T
responsibilities
applicants D-1-1
Authorized Certification Officials D-1-2
Export Certification Specialists D-1-3
Export Services D-1-6
Regional Program Managers D-1-5
Trade Specialists D-1-4
restrictions on movement of regulated
articles 2-1-11
retesting of candidates 5-1-8
Z
rice 4-3-3, 4-3-4
Ricinus communis 4-3-3
railcars 4-3-5
Ralstonia solanacearum 4-5-12
random sampling 3-4-5
reaccreditation
of ACOs 5-1-4
of suspended ACOs 5-1-8
training 5-1-8
Index-10
Export Program Manual
U
V
W
X
Y
rhizobia 4-4-4
ragweed seeds 4-3-3
O
P
Q
R
revisions to manuals 1-1-9
radionuclides 2-1-15
N
representative sample 4-4-2
review process for export certificates 5-1-4
R
K
L
M
regulatory controls 2-1-11
Q
J
root-knot nematode 4-5-12
routine monitoring 2-1-11
Russia 4-3-3
rye 4-3-3, 4-3-4
11/2013-16
Index
A
B
C
seed sampling and testing 2-1-11
S
D
E
seed shipments 4-4-6
safeguarding 2-1-10, 2-1-16
seed testing requirements 4-4-5, 4-4-6
safety
as an advisory 1-1-6
guidelines 2-1-17, 4-4-6
seed-producing fields 2-1-2
sample size 3-4-4, 3-4-5, 4-4-2
shipment integrity 2-1-9
sampling 2-1-9, 2-1-12
signs of disease 3-4-6, 5-1-2
sampling level 3-4-4
sizes 2-1-15, 4-3-6
sampling seed 2-1-2, 3-4-5
small lots of seed 4-4-5
sawn wood 5-2-29, 5-2-30, 5-2-42
social security number 3-7-6, 3-7-12, 3-7-16
M
schematic of the process of export
certification 3-1-2
soil 3-4-6, 4-4-5
N
sorghum 4-3-3, 4-3-4
O
P
Q
F
G
H
I
ship holds 3-4-8
J
K
L
scientific evidence 2-1-11
Sorghum bicolor 4-3-4, 4-3-7
scientific units of measure 3-5-3
soybean shipments to Russia 4-3-3
Secale cereale 4-3-4, 4-3-7
R
soybeans 4-3-3, 4-3-4
sections 1-1-9
S
T
specified ports 3-4-11
security 2-1-13
square-edged criteria 4-1-2
U
V
security guidelines 4-5-5
stakeholders 1-1-5
seed certification procedures 4-5-5
stamping foreign phytosanitary certificates 3-4-3
Seed Certification Technical Committee
(SCTC) 4-5-8
State and County ACOs 2-1-14
seed health accreditation 2-1-2
State certification tags 4-5-12
W
X
Y
Seed Health System 2-1-2
State export certificate 3-3-5
Z
seed inspecting 4-4-6
State laboratories 2-1-11
seed mats 2-1-11
State National Harmonization Program (SNHP) for
seed potatoes 4-5-2, 4-5-3
seed packaging 4-4-2
State or County officials 2-1-13
seed potatoes 4-5-3
export standards for 4-5-7
grade and identification 4-5-12
refusal, cancellation, and rejection of certification
services 4-5-12
responsibilities 4-5-8
State authority for certifying 4-5-8
State National Harmonization Program MOU
Template 4-5-3
State Plant Health Director (SPHD) 2-1-6
State seed potato certification agency 4-5-9
stem cuttings 4-5-3, 4-5-4
Stewart’s bacterial wilt 4-4-6
storage facilities 4-5-8
seed sampling 2-1-10
subsamples 4-4-2, 4-4-3, 4-4-4, 4-4-5
11/2013-16
Export Program Manual
Index-11
Index
A
B
C
suggestions
contacts for A-1-1
for improving the manual 1-1-10
Trade Specialists D-1-4
sunflower 4-3-4
transmittals 1-1-9
sunflower seed 4-3-3
traveler’s checks 3-7-6, 3-7-11, 3-7-15
supersede statements 1-1-9
tray packs 3-4-4
supplemental forms F-1-1
treated seeds 2-1-11, 4-4-4
supporting documentation 2-1-16, 3-4-6
Treatment Manual 3-4-8
surveillance 2-1-11
treatments 3-4-8, 5-2-25
survey data 2-1-11
trier 4-4-1, 4-4-4, 4-4-5
surveys 2-1-11, 2-1-12
triticale 4-3-3, 4-3-4
M
suspension of ACOs 5-1-8
Triticosecale spp. 4-3-4, 4-3-7
N
symptoms of disease 3-4-6, 5-1-2
Triticum aestivum 4-3-4, 4-3-7
Synchytrium endobioticum 4-5-12
Triticum compactum 4-3-4, 4-3-7
O
P
Q
D
E
transfer of funds 4-5-5
F
G
H
I
J
K
L
Triticum durum 4-3-4, 4-3-7
R
tubercles 4-5-3
T
S
T
tubers 4-5-3
tables, how to use 1-1-7
tape 4-4-1
two percent infestation level 2-1-6
U
V
two percent level 3-4-4
tax identification number 2-1-15, 3-7-12, 3-7-16
W
X
Y
testing 2-1-9
testing methodologies 4-5-5
U
Thuja spp. 5-2-37, 5-2-40, 5-2-42
U.S. commodities 2-1-8
tick marks 3-5-3, 3-6-2
U.S. Grain Standards Act 4-3-1, 4-3-3
Tilletia indica 2-1-9
U.S. Virgin Islands 3-3-4
time limits 2-1-10, 2-1-17, 2-1-18, 3-4-10
unauthorized changes 2-1-6
time periods 3-4-10
uniform requirements for seed certification 4-5-4
time restrictions 3-4-10
United States Department of Agriculture
(USDA) 1-1-2, 2-1-5
Z
tissue culture potatoes 4-5-4
units 3-4-4
Index-12
tolerances for U.S. export seed potatoes 4-5-10,
4-5-11
universities 2-1-13
total export volume 4-3-3
university laboratories 2-1-11
trade name 3-5-3, 3-6-2
unofficial requests 2-1-15
trade names 2-1-15, 4-3-6
unprocessed products 3-3-2
Export Program Manual
11/2013-16
Index
A
B
C
USDA accredited facility 3-4-6
USDA Cyber Security Manual Series 3500 4-5-5
USDA Departmental Manual (DM) 4-5-5
W
D
E
WADS (Work Accomplishment Data
System) 3-7-28
F
G
H
I
USDA internet use and e-mail security 4-5-5
warning, as an advisory 1-1-6
USDA letterhead statements 2-1-18
wart, potato 4-5-12
USDA-APHIS-PPQ Accreditation Program 2-1-11
weed seeds 3-4-6, 4-4-5
user fees
accounting code for 3-7-6
certificates issued worksheet 3-7-22, 3-7-23
checks collected worksheet 3-7-24, 3-7-25
collecting 3-7-5
collecting the administrative fee 3-7-20
description of 3-7-2
for commercial shipments 3-7-4
for non-commercial shipments 3-7-4
for replaced export certificates 3-7-10, 3-7-14,
3-7-18, 3-7-21
generating and remitting PCIT APHIS 94 3-7-9
guidance for Federal ACOs 3-7-4
handling refunds 3-7-26
managing records 3-7-28
monthly reports 3-7-28
paying by credit card or eCheck 3-7-5
paying by paper check or money order 3-7-6
PPQ responsibilities 3-7-21
reconciling information 3-7-21
record keeping 2-1-16
refund request worksheet 3-7-27
remitting information 3-7-20
remitting paper checks or money orders 3-7-9
reporting voided or erroneous certificates 3-7-20
State and County Guidance for 3-7-11, 3-7-15
tax identification or social security number
for 3-7-6
tracking certificates issued 3-7-20, 3-7-21
User Fee Section 3-7-29
V
vacuum packed seed 4-4-6
Vigna radiata 4-3-4, 4-3-7
viruses 2-1-9
wheat 4-3-3, 4-3-4
J
wheat grain 4-3-3
wild collected plants 2-1-15
K
L
wilts 4-5-10, 4-5-11
M
wood
mill certification program for debarking and grub
control of coniferous sawn wood 5-2-37
mill certification program for heat treatment of
coniferous sawn wood going to Member States
of the European Union 5-2-26
mill certification program for kiln-dried coniferous
sawn wood going to non European Union
Member States 5-2-31
wood packaging material 3-4-10
work plans 2-1-10, 2-1-18
Export Program Manual
R
S
T
W
X
Y
X
Z
XPM
conventions 1-1-6
enabling legislation 1-1-4
program standards 1-1-5
purpose 1-1-2
reporting problems with 1-1-10
revisions 1-1-9
scope 1-1-3
suggestions for improving 1-1-10
users 1-1-4
Z
Zea mays 4-3-4, 4-3-7, 4-4-6
11/2013-16
O
P
Q
U
V
Work Accomplishment Data System
(WADS) 3-7-28
visual inspection 3-4-6
visual inspections of seeds 2-1-2
N
Index-13
Index
A
B
C
D
E
F
G
H
I
J
K
L
M
N
O
P
Q
R
S
T
U
V
W
X
Y
Z
Index-14
Export Program Manual
11/2013-16